HomeMy WebLinkAboutContract 63999City Secretary Contract No. 63999
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Leap Five LLC.
NON-EXCLUSIVE VENDOR SERVICES AGREEMENT
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This NON-EXCLUSIVE VENDOR SERVICES AGREEMENT (“Agreement”) is made and
entered into by and between the CITY OF FORT WORTH (“City”), a Texas home rule municipal
corporation, acting by and LEAP FIVE LLC (“Vendor”), a Kentucky limited liability company, acting
by and through its duly authorized representative, each individually referred to as a “party” and collectively
referred to as the “parties.”
AGREEMENT DOCUMENTS:
The Agreement documents shall include the following:
1. This Non-Exclusive Vendor Services Agreement;
2. Exhibit A – Scope of Services;
3. Exhibit B – Contractor’s Bid Response to City’s RFQ No. 25-0149
4. Exhibit C – City’s RFQ No. 25-0149; and
5. Exhibit D – Verification of Signature Authority Form.
Exhibits A, B, C, and D, which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A, B,
or C, and the terms and conditions set forth in the body of this Agreement, the terms and conditions of this
Agreement shall control.
1.Scope of Services. Services under this Agreement include labor, materials, equipment, and
resources, to perform marketing and outreach services for the Environmental Service Department on a task
order basis as deemed necessary by the City, (“Services”), which are set forth in more detail in Exhibit “A,”
attached hereto and incorporated herein for all purposes.
2. Term. The initial term of this Agreement is for one year, beginning on the date signed by
the Assistant City Manager (“Effective Date”) unless terminated earlier in accordance with this Agreement
(“Initial Term”). City will have the option, in its sole discretion, to renew this Agreement under the same
terms and conditions, for up to four (4) one-year renewal options (each a “Renewal Term”)
3. Compensation.
3.1 City will pay Vendor in accordance with the provisions of this Agreement,
including Exhibit “B,” which is attached hereto and incorporated herein for all
purposes. Total compensation under the Initial Term of this Agreement will not
exceed Ninety-Nine Thousand Dollars and Zero Cents ($99,000.00). City may
award the Agreement to multiple vendors. Vendor agrees that the City is not
required to provide Vendor with any guarantee of any compensation under this
Agreement.
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3.2 Vendor will not perform any additional services or bill for expenses incurred for
City not specified by this Agreement unless City requests and approves in writing
the additional costs for such services. City will not be liable for any additional
expenses of Vendor not specified by this Agreement unless City first approves
such expenses in writing.
3.3 City will pay Vendor in accordance with the Prompt Payment Act (Texas
Government Code Chapter 2251) and provisions of this Agreement, including
Exhibit “C,” which is attached hereto and incorporated herein for all purposes.
3.4 Following acceptance of the Services by the City, Vendor must provide the City
with a signed, readable invoice no later than 15 days after the end of the prior
month summarizing (i) the Service(s) that have been completed during the prior
month; (ii) purchase order number, and (iii) requesting payment. If the City
requires additional reasonable information, it will request the same promptly, in
writing, after receiving the above information, and the Vendor must provide such
additional reasonable information in writing, to the extent the same is available.
Vendor must submit invoices to Supplierinvoices@fortworthtexas.gov and
ENV_Purchasing@fortworthtexas.gov. Invoices must include the applicable City
Department business unit number and complete City of Fort Worth Number (ex.
FW013-0000001234).
3.4.1 The Vendor shall submit corrected/revised invoices within seven (7)
calendar days after receiving written notice from the City for a
corrected/revised invoice.
3.4.2 Unpaid invoices and/or appeals for service performed throughout the
fiscal year (October 1 - September 30) must be resolved within thirty (30)
days of the City's new fiscal year. Vendor shall provide its invoices for the
last month of the City’s prior fiscal year (September 1-30) no later 10 days
after the start of the City’s new fiscal year (i.e. no later than October 10.)
No previous year invoices will be paid after October 30th of the current
year.
4. Termination.
4.1. Written Notice. City or Vendor may terminate this Agreement at any time and for
any reason by providing the other party with 30 days’ written notice of termination.
4.2 Non-appropriation of Funds. In the event no funds or insufficient funds are
appropriated by City in any fiscal period for any payments due hereunder, City will notify Vendor
of such occurrence and this Agreement will terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to City of any kind whatsoever, except as
to the portions of the payments herein agreed upon for which funds have been appropriated.
4.3 Duties and Obligations of the Parties. In the event that this Agreement is
terminated prior to the Expiration Date, City will pay Vendor for services actually rendered up to
the effective date of termination and Vendor will continue to provide City with services requested
by City and in accordance with this Agreement up to the effective date of termination. Upon
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termination of this Agreement for any reason, Vendor will provide City with copies of all
completed or partially completed documents prepared under this Agreement. In the event Vendor
has received access to City Information or data as a requirement to perform services hereunder,
Vendor will return all City provided data to City in a machine-readable format or other format
deemed acceptable to City.
5. Disclosure of Conflicts and Confidential Information.
5.1 Disclosure of Conflicts. Vendor hereby warrants to City that Vendor has made full
disclosure in writing of any existing or potential conflicts of interest related to Vendor's services
under this Agreement. In the event that any conflicts of interest arise after the Effective Date of this
Agreement, Vendor hereby agrees immediately to make full disclosure to City in writing.
5.2 Confidential Information. Vendor, for itself and its officers, agents and employees,
agrees that it will treat all information provided to it by City (“City Information”) as confidential
and will not disclose any such information to a third party without the prior written approval of
City.
5.3 Public Information Act. City is a government entity under the laws of the State of
Texas and all documents held or maintained by City are subject to disclosure under the Texas Public
Information Act. In the event there is a request for information marked Confidential or Proprietary,
City will promptly notify Vendor. It will be the responsibility of Vendor to submit reasons objecting
to disclosure. A determination on whether such reasons are sufficient will not be decided by City,
but by the Office of the Attorney General of the State of Texas or by a court of competent
jurisdiction.
5.4 Unauthorized Access. Vendor must store and maintain City Information in a secure
manner and will not allow unauthorized users to access, modify, delete or otherwise corrupt City
Information in any way. Vendor must notify City immediately if the security or integrity of any
City Information has been compromised or is believed to have been compromised, in which event,
Vendor will, in good faith, use all commercially reasonable efforts to cooperate with City in
identifying what information has been accessed by unauthorized means and will fully cooperate
with City to protect such City Information from further unauthorized disclosure.
6.Right to Audit. Vendor agrees that City will, until the expiration of three (3) years after
final payment under this Agreement, or the final conclusion of any audit commenced during the said three
years, have access to and the right to examine at reasonable times any directly pertinent books, documents,
papers and records, including, but not limited to, all electronic records, of Vendor involving transactions
relating to this Agreement at no additional cost to City. Vendor agrees that City will have access during
normal working hours to all necessary Vendor facilities and will be provided adequate and appropriate work
space in order to conduct audits in compliance with the provisions of this section. City will give Vendor
reasonable advance notice of intended audits.
7.Independent Contractor. It is expressly understood and agreed that Vendor will operate
as an independent contractor as to all rights and privileges and work performed under this Agreement, and
not as agent, representative or employee of City. Subject to and in accordance with the conditions and
provisions of this Agreement, Vendor will have the exclusive right to control the details of its operations
and activities and be solely responsible for the acts and omissions of its officers, agents, servants,
employees, Vendors, and subcontractors. Vendor acknowledges that the doctrine of respondeat superior
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will not apply as between City, its officers, agents, servants and employees, and Vendor, its officers, agents,
employees, servants, contractors, and subcontractors. Vendor further agrees that nothing herein will be
construed as the creation of a partnership or joint enterprise between City and Vendor. It is further
understood that City will in no way be considered a Co-employer or a Joint employer of Vendor or any
officers, agents, servants, employees, contractors, or subcontractors. Neither Vendor, nor any officers,
agents, servants, employees, contractors, or subcontractors of Vendor will be entitled to any employment
benefits from City. Vendor will be responsible and liable for any and all payment and reporting of taxes on
behalf of itself, and any of its officers, agents, servants, employees, contractors, or contractors.
8.Liability and Indemnification.
8.1 LIABILITY - VENDOR WILL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
VENDOR, ITS OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR
SUBCONTRACTORS.
8.2 GENERAL INDEMNIFICATION - VENDOR HEREBY COVENANTS AND
AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND CITY, ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES, FROM AND AGAINST ANY AND ALL CLAIMS
OR LAWSUITS OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, FOR
EITHER PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO
VENDOR'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, ARISING OUT OF OR IN
CONNECTION WITH THIS AGREEMENT, TO THE EXTENT CAUSED BY THE
NEGLIGENT ACTS OR OMISSIONS OR MALFEASANCE OF VENDOR, ITS OFFICERS,
AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS, OR SUBCONTRACTORS.
8.3 INTELLECTUAL PROPERTY INDEMNIFICATION – Vendor agrees to
defend, settle, or pay, at its own cost and expense, any claim or action against City for
infringement of any patent, copyright, trade mark, trade secret, or similar property right
arising from City’s use of the software and/or documentation in accordance with this
Agreement, it being understood that this agreement to defend, settle or pay will not apply if
City modifies or misuses the software and/or documentation. So long as Vendor bears the
cost and expense of payment for claims or actions against City pursuant to this section,
Vendor will have the right to conduct the defense of any such claim or action and all
negotiations for its settlement or compromise and to settle or compromise any such claim;
however, City will have the right to fully participate in any and all such settlement,
negotiations, or lawsuit as necessary to protect City’s interest, and City agrees to cooperate
with Vendor in doing so. In the event City, for whatever reason, assumes the responsibility
for payment of costs and expenses for any claim or action brought against City for
infringement arising under this Agreement, City will have the sole right to conduct the
defense of any such claim or action and all negotiations for its settlement or compromise and
to settle or compromise any such claim; however, Vendor will fully participate and cooperate
with City in defense of such claim or action. City agrees to give Vendor timely written notice
of any such claim or action, with copies of all papers City may receive relating thereto.
Notwithstanding the foregoing, City’s assumption of payment of costs or expenses will not
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eliminate Vendor’s duty to indemnify City under this Agreement. If the software and/or
documentation or any part thereof is held to infringe and the use thereof is enjoined or
restrained or, if as a result of a settlement or compromise, such use is materially adversely
restricted, Vendor will, at its own expense and as City's sole remedy, either: (a) procure for
City the right to continue to use the software and/or documentation; or (b) modify the
software and/or documentation to make it non-infringing, provided that such modification
does not materially adversely affect City's authorized use of the software and/or
documentation; or (c) replace the software and/or documentation with equally suitable,
compatible, and functionally equivalent non-infringing software and/or documentation at no
additional charge to City; or (d) if none of the foregoing alternatives is reasonably available
to Vendor terminate this Agreement, and refund all amounts paid to Vendor by City,
subsequent to which termination City may seek any and all remedies available to City under
law.
8.4 ENVIRONMENTAL INDEMNIFICATION — THE VENDOR HEREBY
RELEASES, INDEMNIFIES, DEFENDS, REIMBURSES, AND HOLDS HARMLESS THE
CITY, ITS OFFICERS, AGENTS, EMPLOYEES, AND VOLUNTEERS, AGAINST ANY
AND ALL ENVIRONMENTAL DAMAGES, CLAIMS, AND THE VIOLATION OF ANY
AND ALL ENVIRONMENTAL REQUIREMENTS RESULTING FROM THE REMOVAL,
PACKAGING, TRANSPORTING, AND DISPOSING OF ENVIRONMENTALLY
HAZARDOUS MATERIALS.
8.4.1 Environmental Damages shall mean all claims, judgments, damages,
losses, penalties, fines, liabilities (including strict liability), encumbrances,
liens, costs, and expenses of investigation and defense of any claim,
whether or not such claim is ultimately defeated, and of any good faith
settlement or judgments, of whatever kind or nature, contingent or
otherwise, matured or unmatured, foreseeable or unforeseeable, including,
without limitation, reasonable attorney’s fees and disbursements and
consultant’s fees, any of which are incurred as a result of handling,
collection, transportation, storage, disposal, treatment, recovery, and/or
reuse of waste pursuant to this Agreement, or the existence of a violation
of environmental requirements pertaining to, and including without
limitation:
8.4.1.1 Damages for personal injury and death, or injury to
property or natural resources;
8.4.1.2 Fees incurred for the services of attorneys, consultants,
contractors, experts, laboratories and all other costs in
connection with the excavation, removal, and backfill of
possibly contaminated soils and related wastes or
violation of environmental requirements including, but
not limited to, the preparation of any feasibility studies or
reports of the performance of any cleanup, remediation,
removal, response, abatement, containment, closure,
restoration, or monitoring work required by any federal,
state, or local governmental agency or political
subdivision, or otherwise expended in connection with the
existence of such wastes or violations of environmental
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requirements, and including without limitation any
attorney’s fees, costs, and expenses incurred in enforcing
this contract or collecting any sums due hereunder; and
8.4.1.3 Liability to any third person or governmental agency to
indemnify such person or agency for costs expended in
connection with the items referenced in sub-paragraph 2
of this part.
8.4.2 Environmental requirements shall mean all applicable present and future
statutes, regulations, rules, ordinances, codes, licenses, permits, orders,
approvals, plans, authorizations, concessions, franchises, and similar
items, of all governmental agencies, departments, commissions, boards,
bureaus, or instrumentalities of the United States, states, and political
subdivisions thereof and all applicable judicial, administrative, and
regulatory decrees, judgments, and orders relating to the protection of
human health or the environment, including without limitation:
8.4.2.1 All requirements, including, but not limited to, those
pertaining to reporting, licensing, permitting,
investigation, and remediation of emissions, discharges,
releases, or threatened releases of hazardous materials,
pollutants, contaminants, or hazardous or toxic
substances, materials, or wastes, whether solid, liquid, or
gaseous in nature, into the air, surface water,
groundwater, stormwater, or land, or relating to the
manufacture, processing, distribution, use, treatment,
storage, disposal, transport, or handling of pollutants,
contaminants, or hazardous or toxic substances, materials,
or wastes, whether solid, liquid, or gaseous in nature; and
8.4.2.2 All requirements pertaining to the protection of the health
and safety of employees or the public.
9.Assignment and Subcontracting.
9.1 Assignment. Vendor will not assign or subcontract any of its duties, obligations
or rights under this Agreement without the prior written consent of City. If City grants consent to
an assignment, the assignee will execute a written agreement with City and Vendor under which
the assignee agrees to be bound by the duties and obligations of Vendor under this Agreement.
Vendor will be liable for all obligations of Vendor under this Agreement prior to the effective date
of the assignment.
9.2 Subcontract. If City grants consent to a subcontract, the subcontractor will execute
a written agreement with Vendor referencing this Agreement under which subcontractor agrees to
be bound by the duties and obligations of Vendor under this Agreement as such duties and
obligations may apply. Vendor must provide City with a fully executed copy of any such
subcontract.
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10. Insurance. Vendor must provide City with certificate(s) of insurance documenting
policies of the following types and minimum coverage limits that are to be in effect prior to commencement
of any Services pursuant to this Agreement:
10.1 Coverage and Limits
(a) Commercial General Liability:
$1,000,000 - Each Occurrence
$2,000,000 - Aggregate
(b) Automobile Liability:
$1,000,000 - Each occurrence on a combined single limit basis
Coverage will be on any vehicle used by Vendor, or its employees, agents, or
representatives in the course of providing Services under this Agreement. “Any
vehicle” will be any vehicle owned, hired and non-owned.
(c) Worker’s Compensation:
Statutory limits according to the Texas Workers’ Compensation Act or any other
state workers’ compensation laws where the Services are being performed
Employers’ liability
$100,000 - Bodily Injury by accident; each accident/occurrence
$100,000 - Bodily Injury by disease; each employee
$500,000 - Bodily Injury by disease; policy limit
(d) Professional Liability (Errors & Omissions):
$1,000,000 - Each Claim Limit
$1,000,000 - Aggregate Limit
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other requirements.
Coverage must be claims-made, and maintained for the duration of the contractual
agreement and for two (2) years following completion of services provided. An
annual certificate of insurance must be submitted to City to evidence coverage.
10.2 General Requirements
(a) The commercial general liability and automobile liability policies must
name City as an additional insured thereon, as its interests may appear. The term
City includes its employees, officers, officials, agents, and volunteers in respect to
the contracted services.
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(b) The workers’ compensation policy must include a Waiver of Subrogation
(Right of Recovery) in favor of City.
(c) A minimum of Thirty (30) days’ notice of cancellation or reduction in
limits of coverage must be provided to City. Ten (10) days’ notice will be
acceptable in the event of non-payment of premium. Notice must be sent to the
Risk Manager, City of Fort Worth, 200 Texas Street, Fort Worth, Texas 76102,
with copies to the Fort Worth City Attorney at the same address.
(d) The insurers for all policies must be licensed and/or approved to do
business in the State of Texas. All insurers must have a minimum rating of A- VII
in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
strength and solvency to the satisfaction of Risk Management. If the rating is
below that required, written approval of Risk Management is required.
(e) Any failure on the part of City to request required insurance
documentation will not constitute a waiver of the insurance requirement.
(f) Certificates of Insurance evidencing that Vendor has obtained all required
insurance will be delivered to the City prior to Vendor proceeding with any work
pursuant to this Agreement.
11.Compliance with Laws, Ordinances, Rules and Regulations. Vendor agrees that in the
performance of its obligations hereunder, it will comply with all applicable federal, state and local laws,
ordinances, rules and regulations and that any work it produces in connection with this Agreement will also
comply with all applicable federal, state and local laws, ordinances, rules and regulations. If City notifies
Vendor of any violation of such laws, ordinances, rules or regulations, Vendor must immediately desist
from and correct the violation.
12.Non-Discrimination Covenant. Vendor, for itself, its personal representatives, assigns,
contractors, subcontractors, and successors in interest, as part of the consideration herein, agrees that in the
performance of Vendor’s duties and obligations hereunder, it will not discriminate in the treatment or
employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM
ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT
BY VENDOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, CONTRACTORS,
SUBCONTRACTORS, OR SUCCESSORS IN INTEREST, VENDOR AGREES TO ASSUME
SUCH LIABILITY AND TO INDEMNIFY AND DEFEND CITY AND HOLD CITY HARMLESS
FROM SUCH CLAIM.
13.Notices. Notices required pursuant to the provisions of this Agreement will be
conclusively determined to have been delivered when (1) hand-delivered to the other party, its agents,
employees, servants or representatives, (2) delivered by facsimile with electronic confirmation of the
transmission, or (3) received by the other party by United States Mail, registered, return receipt requested,
addressed as follows:
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To CITY:
City of Fort Worth
Attn: Assistant City Manager
100 Fort Worth Trail
Fort Worth, TX 76102-6314
Facsimile: (817) 392-8654
With copy to Fort Worth City Attorney’s Office at
same address
To VENDOR:
Leap Five LLC
Attn: Daniel Knapp,
2500 Technology Drive,
Louisville, KY 40299
14. Solicitation of Employees. Neither City nor Vendor will, during the term of this
Agreement and additionally for a period of one year after its termination, solicit for employment or employ,
whether as employee or independent contractor, any person who is or has been employed by the other
during the term of this Agreement, without the prior written consent of the person's employer.
Notwithstanding the foregoing, this provision will not apply to an employee of either party who responds
to a general solicitation of advertisement of employment by either party.
15. Governmental Powers. It is understood and agreed that by execution of this Agreement,
City does not waive or surrender any of its governmental powers or immunities.
16. No Waiver. The failure of City or Vendor to insist upon the performance of any term or
provision of this Agreement or to exercise any right granted herein does not constitute a waiver of City's or
Vendor’s respective right to insist upon appropriate performance or to assert any such right on any future
occasion.
17. Governing Law / Venue. This Agreement will be construed in accordance with the laws
of the State of Texas. If any action, whether real or asserted, at law or in equity, is brought pursuant to this
Agreement, venue for such action will lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
18. Severability. If any provision of this Agreement is held to be invalid, illegal or
unenforceable, the validity, legality and enforceability of the remaining provisions will not in any way be
affected or impaired.
19. Force Majeure. City and Vendor will exercise their best efforts to meet their respective
duties and obligations as set forth in this Agreement, but will not be held liable for any delay or omission
in performance due to force majeure or other causes beyond their reasonable control, including, but not
limited to, compliance with any government law, ordinance, or regulation; acts of God; acts of the public
enemy; fires; strikes; lockouts; natural disasters; wars; riots; epidemics or pandemics; government action
or inaction; orders of government; material or labor restrictions by any governmental authority;
transportation problems; restraints or prohibitions by any court, board, department, commission, or agency
of the United States or of any States; civil disturbances; other national or regional emergencies; or any other
similar cause not enumerated herein but which is beyond the reasonable control of the Party whose
performance is affected (collectively, “Force Majeure Event”). The performance of any such obligation is
suspended during the period of, and only to the extent of, such prevention or hindrance, provided the
affected Party provides notice of the Force Majeure Event, and an explanation as to how it prevents or
hinders the Party’s performance, as soon as reasonably possible after the occurrence of the Force Majeure
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Event, with the reasonableness of such notice to be determined by the City in its sole discretion. The notice
required by this section must be addressed and delivered in accordance with Section 13 of this Agreement.
20.Headings not Controlling. Headings and titles used in this Agreement are for reference
purposes only, will not be deemed a part of this Agreement, and are not intended to define or limit the scope
of any provision of this Agreement.
21.Review of Counsel. The parties acknowledge that each party and its counsel have
reviewed and revised this Agreement and that the normal rules of construction to the effect that any
ambiguities are to be resolved against the drafting party will not be employed in the interpretation of this
Agreement or Exhibits A, B, and C.
22.Amendments / Modifications / Extensions. No amendment, modification, or extension
of this Agreement will be binding upon a party hereto unless set forth in a written instrument, which is
executed by an authorized representative of each party.
23.Counterparts. This Agreement may be executed in one or more counterparts and each
counterpart will, for all purposes, be deemed an original, but all such counterparts will together constitute
one and the same instrument.
24.Warranty of Services. Vendor warrants that its services will be of a high quality and
conform to generally prevailing industry standards. City must give written notice of any breach of this
warranty within thirty (30) days from the date that the services are completed. In such event, at Vendor’s
option, Vendor will either (a) use commercially reasonable efforts to re-perform the services in a manner
that conforms with the warranty, or (b) refund the fees paid by City to Vendor for the nonconforming
services.
25.Immigration Nationality Act. Vendor must verify the identity and employment eligibility
of its employees who perform work under this Agreement, including completing the Employment
Eligibility Verification Form (I-9). Upon request by City, Vendor will provide City with copies of all I-9
forms and supporting eligibility documentation for each employee who performs work under this
Agreement. Vendor must adhere to all Federal and State laws as well as establish appropriate procedures
and controls so that no services will be performed by any Vendor employee who is not legally eligible to
perform such services. VENDOR WILL INDEMNIFY CITY AND HOLD CITY HARMLESS FROM
ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH
BY VENDOR, VENDOR’S EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, OR
AGENTS. City, upon written notice to Vendor, will have the right to immediately terminate this Agreement
for violations of this provision by Vendor.
26.Ownership of Work Product. City will be the sole and exclusive owner of all reports,
work papers, procedures, guides, and documentation that are created, published, displayed, or produced in
conjunction with the services provided under this Agreement (collectively, “Work Product”). Further, City
will be the sole and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary
rights in and to the Work Product. Ownership of the Work Product will inure to the benefit of City from
the date of conception, creation or fixation of the Work Product in a tangible medium of expression
(whichever occurs first). Each copyrightable aspect of the Work Product will be considered a "work-made-
for-hire" within the meaning of the Copyright Act of 1976, as amended. If and to the extent such Work
Product, or any part thereof, is not considered a "work-made-for-hire" within the meaning of the Copyright
Act of 1976, as amended, Vendor hereby expressly assigns to City all exclusive right, title and interest in
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and to the Work Product, and all copies thereof, and in and to the copyright, patent, trademark, trade secret,
and all other proprietary rights therein, that City may have or obtain, without further consideration, free
from any claim, lien for balance due, or rights of retention thereto on the part of City.
27. Signature Authority. The person signing this Agreement hereby warrants that they have
the legal authority to execute this Agreement on behalf of the respective party, and that such binding
authority has been granted by proper order, resolution, ordinance or other authorization of the entity. This
Agreement and any amendment hereto, may be executed by any authorized representative of Vendor. Each
party is fully entitled to rely on these warranties and representations in entering into this Agreement or any
amendment hereto.
28. Change in Company Name or Ownership. Vendor must notify City’s Purchasing
Manager, in writing, of a company name, ownership, or address change for the purpose of maintaining
updated City records. The president of Vendor or authorized official must sign the letter. A letter indicating
changes in a company name or ownership must be accompanied with supporting legal documentation such
as an updated W-9, documents filed with the state indicating such change, copy of the board of director’s
resolution approving the action, or an executed merger or acquisition agreement. Failure to provide the
specified documentation so may adversely impact future invoice payments.
29. No Boycott of Israel. If Vendor has fewer than 10 employees or this Agreement is for
less than $100,000, this section does not apply. Vendor acknowledges that in accordance with Chapter
2271 of the Texas Government Code, the City is prohibited from entering into a contract with a company
for goods or services unless the contract contains a written verification from the company that it: (1) does
not boycott Israel; and (2) will not boycott Israel during the term of the contract. The terms “boycott Israel”
and “company” has the meanings ascribed to those terms in Section 2271 of the Texas Government Code.
By signing this Agreement, Vendor certifies that Vendor’s signature provides written verification to
the City that Vendor: (1) does not boycott Israel; and (2) will not boycott Israel during the term of
the Agreement.
30. Prohibition on Discrimination Against Firearm and Ammunition Industries. If
Vendor has fewer than 10 employees or this Agreement is for less than $100,000.00, this section does
not apply. Vendor acknowledges that except as otherwise provided by Chapter 2274 of the Texas
Government Code, the City is prohibited from entering into a contract for goods or services that has a value
of $100,000 or more that is to be paid wholly or partly from public funds of the City with a company with
10 or more full-time employees unless the contract contains a written verification from the company that
it: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm entity or
firearm trade association; and (2) will not discriminate during the term of the contract against a firearm
entity or firearm trade association. The terms “discriminate,” “firearm entity” and “firearm trade
association” have the meaning ascribed to those terms by Chapter 2274.001 of the Texas Government Code.
To the extent that Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement, Vendor certifies that Vendor’s signature provides written verification to the City that
Vendor: (1) does not have a practice, policy, guidance, or directive that discriminates against a firearm
entity or firearm trade association; and (2) will not discriminate against a firearm entity or firearm trade
association during the term of this Agreement.
31. Prohibition on Boycotting Energy Companies. If Vendor has fewer than 10
employees or this Agreement is for less than $100,000.00, this section does not apply. Vendor
acknowledges that in accordance with Chapter 2276 of the Texas Government Code, the City is prohibited
from entering into a contract for goods or services that has a value of $100,000 or more that is to be paid
Non-Exclusive Vendor Services Agreement Page 12 of 17
Leap Five LLC.
wholly or partly from public funds of the City with a company with 10 or more full-time employees unless
the contract contains a written verification from the company that it: (1) does not boycott energy companies;
and (2) will not boycott energy companies during the term of the contract. The terms “boycott energy
company” and “company” have the meaning ascribed to those terms by Chapter 2276.001 of the Texas
Government Code. To the extent that Chapter 2274 of the Government Code is applicable to this
Agreement, by signing this Agreement, Vendor certifies that Vendor’s signature provides written
verification to the City that Vendor: (1) does not boycott energy companies; and (2) will not boycott
energy companies during the term of this Agreement.
32.Electronic Signatures. This Agreement may be executed by electronic signature, which
will be considered as an original signature for all purposes and have the same force and effect as an original
signature. For these purposes, “electronic signature” means electronically scanned and transmitted versions
(e.g. via pdf file or facsimile transmission) of an original signature, or signatures electronically inserted via
software such as Adobe Sign.
33.Entirety of Agreement. This Agreement, including all attachments and exhibits, contains
the entire understanding and agreement between City and Vendor, their assigns and successors in interest,
as to the matters contained herein. Any prior or contemporaneous oral or written agreement is hereby
declared null and void to the extent in conflict with any provision of this Agreement.
(signature page follows)
Non-Exclusive Vendor Services Agreement Page 13 of 17
Leap Five LLC.
IN WITNESS WHEREOF, the parties hereto have executed this Agreement in multiples.
CITY OF FORT WORTH:
By: ___________________________
Name: Valerie Washington
Title: Assistant City Manager
Date: _____________, 2025
APPROVAL RECOMMENDED:
By: ______________________________
Name: Wyndie Turpen
Title: Assistant Environmental Services Director,
ATTEST:
By: ______________________________
Name: Jannette S. Goodall
Title: City Secretary
CONTRACT COMPLIANCE MANAGER:
By signing I acknowledge that I am the person
responsible for the monitoring and administration of
this contract, including ensuring all performance and
reporting requirements.
By: ______________________________
Name: Lola McCartney
Title: Communication Coordinator, Environmental
Service
APPROVED AS TO FORM AND LEGALITY:
By: ______________________________
Name: M. Kevin Anders, II
Title: Assistant City Attorney
CONTRACT AUTHORIZATION:
M&C: N/A
Form 1295:N/A
VENDOR:
LEAP FIVE LLC
By:
Name: Daniel Knapp
Title: CEO
Date: _____________, 2025
City Secretary Contract No. _____________
Non-Exclusive Vendor Services Agreement Page 14 of 17
Leap Five LLC.
EXHIBIT A
SCOPE OF SERVICES
I. VENDOR’S GENERAL DUTIES
A. Vendor shall support the City’s Environmental Services Department (“Department”) to
support ongoing community education and outreach campaigns for the purpose of
achieving the City’s outreach goals, ensuring consistency with the City’s messaging and
community engagement priorities.
B. To accomplish these goals, the Vendor shall collaborate with the Department in planning,
developing, maintaining, and promoting approved media and outreach content.
II. CITY’S DUTIES
A. The City shall award work for each project on a task order basis (“Task Order”). Task
Orders shall include a scope of services and a schedule for each project opportunity. The
City makes no guarantee of any amount of work that it will assign to Vendor.
B. The City shall give Vendor fourteen (14) days to respond to a Task Order Request for Cost.
The first day shall be the first business day after the day the City notifies the Vendor of the
Task Order Request for Cost.
C. The scope of services for each Task Order may require the Vendor to provide the City with,
at a minimum, a plant of action, technical approach, a schedule of work, and a total price
for completing the project.
D. The City may award a Task Order project to Vendor based on the following criteria: price,
project approach, and timeframe in which the Vendor can meet the Task Order schedule.
Exhibit A-1 contains an example of the Task Order Request for Cost.
E. The City shall pay Vendor for work performed for each Task Order on a fixed-price basis,
which shall be specified on the Task Order for each project. The compensation amount for
the Task Order shall be the amount the Vendor included on their bid in response to the
Task Order Request for Cost.
III. VENDOR’S DUTIES
A. Vendor’s Task Order Duties
1. Vendor shall follow the Task Order unless the Vendor and City’s designated
project manager mutually agree, in writing, to Task Order change orders. All
agreed-upon change orders shall be issued as an addendum to the original Task
Order.
2. Vendor is solely responsible for thoroughly verifying all work and quantities, and
relying upon their own investigations, research, and tests to form a complete and
accurate basis for their bid. Vendor is aware that any quantities included in a Task
Non-Exclusive Vendor Services Agreement Page 15 of 17
Leap Five LLC.
Order Request for Costs are estimates.
B. Vendor’s Marketing Duties: To help create and implement community education
programs designed to significantly increase engagement related to the focus of the
Environmental Services Department, the Vendor shall provide the City:
1. Print and digital collaterals and campaign elements for residential educational
efforts. Vendor agrees to provide the City with access to the original and/or
native art files.
2. Photo shoot consulting
3. Website content and eLearning development
4. Video and animation consulting
5. Brand management and alignment services.
6. Social media campaign marketing on Facebook and Instagram for the
Department.
7. Project research and development services.
8. Special event planning and consulting services.
C. Vendor shall assist the City with developing educational content for youth and the
community.
City Secretary Contract No. _____________
Non-Exclusive Vendor Services Agreement Page 16 of 17
Leap Five LLC.
EXHIBIT A-1
SAMPLE REQUEST FOR COST
PROJECT NAME:
PROJECT DESCRIPTION:
SERVICES REQUESTED:
DELIVERABLES:
Expected deliverables include, but are not limited to:
ESTIMATED TIMELINE:
Task Order Award Date: (Insert date)
Kickoff Meeting: (Insert date or “Within X days of award”)
Draft Deliverables Due: (Insert date)
Final Deliverables Due: (Insert date)
PROPOSAL REQUIREMENTS:
Please provide:
A brief technical approach (1 page) describing how your firm would address this
specific task.
Proposed project timeline and milestones.
Staffing plan (list of team members and their roles for this project).
Firm-fixed price quote or detailed pricing breakdown.
(Example: hourly rates x estimated hours or fixed fee by deliverable.)
“This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclosed in
a result
of or in connection with the submission of this data, the Government shall have the right to duplicate, use, or disclose the data to
the extent provided in the resulting Contract. This restriction does not limit the Government’s right to use information
contained in this data if it is obtained from another source without restriction. The data subject to the restriction is contained in
all sheets of this proposal.”
“This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclos
Proposal Response
City of Fort Worth
RFQ# 25-0149 - RFQ Marketing and Outreach Services
Date of Submission: May 29, 2025
2:00 pm CT
“This proposal includes data that shall not be disclosed outside the Government and shall not be duplicated, used, or disclos
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SOQ Response
i) Company Overview
i) Provide an overview of the company, an executive summary detailing the Vendor’s interest
and understanding of the scope of services.
(matter) is proud to submit our qualifications in response to the City of Fort Worth’s Request for
Qualifications for Marketing and Outreach Services. We are excited by the opportunity to
support the Environmental Services Department’s three core divisions—Consumer Health,
Environmental Quality, and Solid Waste Services—in advancing their mission through effective,
measurable public education and community engagement.
We fully understand that the City is seeking a nimble and experienced partner capable of
delivering a wide range of creative services on a task-order basis. Our team is structured to
thrive in this model. We combine responsive project management with scalable creative and
production capabilities, enabling us to quickly activate campaigns, adjust strategies based on
community feedback, and deliver compelling, inclusive messaging across multiple channels.
We recognize the critical importance of sustained community education in driving behavior
change, promoting environmental stewardship, and fostering civic pride. Whether through an
anti-litter campaign, recycling education, youth outreach, or content for the Energy &
Sustainability web platform, (matter) brings the right blend of strategy, storytelling, and
executional excellence to support these efforts.
By partnering with the City, we see an opportunity to create a cleaner, safer, and more
sustainable Fort Worth—through bold ideas, data-informed outreach, and authentic community
connection.
Since 1999, Leap Five, LLC dba (matter) has been at the forefront of creative innovation,
helping cities, public agencies, private companies, and cultural organizations shape their
identities and connect with their communities. As an award-winning agency, we specialize in
branding, marketing, and digital strategy—transforming ideas into impactful narratives that drive
economic growth, foster engagement, and support long-term sustainability. Our team of 125
experts brings together deep experience in design, branding, UX, web development, and media
services, ensuring every project is executed with creativity and precision. With four office
locations in the Midwest, we continue to craft meaningful brand experiences that leave a lasting
impact.
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In addition to our municipal and public sector work, (matter) has extensive experience
partnering with commercial clients across various industries. Our ability to create compelling,
market-driven brand strategies has helped businesses enhance their market presence, improve
customer engagement, and drive long-term growth.
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Capabilities
Our firm offers a full suite of branding and marketing services, including:
With a deep understanding of how municipalities and businesses can leverage branding to
foster growth and community connection, (matter) is uniquely positioned to help The City of Fort
Worth craft a campaign that resonates with residents, businesses, and visitors alike.
i) Provide Vendor’s background, number of years in business, licenses, qualifications, and
experience. Include experience related to the requirements within this RFQ, past performance
with projects of similar size and scope, relevant past work, and any related items.
With over 25 years of experience building award-winning campaigns and initiatives for cities,
municipalities, and legacy institutions, (matter) is uniquely positioned to partner with the The
City of Fort Worth to research, develop, and implement a brand identity and marketing strategy
that reflects the authenticity, pride, and ambition of this vibrant community. We understand The
City’s desire to create a brand that is unified, community-driven, flexible, and future-ready. Our
proven approach combines deep research, stakeholder engagement, and design excellence to
ensure your brand not only resonates with internal and external audiences, but also inspires a
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renewed sense of place—one that strengthens community pride, attracts economic investment,
and supports long-term growth.
What Sets (matter) Apart
1. Leadership with Decades of Experience
With over 30 years of experience in branding and marketing, our principals, Greg Fehrenbach
and Joel Warneke, bring an unparalleled level of expertise and a strategic vision to every
project. They have successfully led a diverse range of projects, building brands for both large
organizations and local governments, ensuring that each brand aligns with its community's
values, goals, and unique characteristics.
Their leadership and hands-on approach allow us to deliver impactful, community-driven brands
that thrive for years to come.
1. Expertise in Government and Civic Branding
Our team brings deep experience working with public sector clients and complex municipalities.
Notable recent work includes initiatives for:
Hamilton County, Ohio - Played a key role in launching Michelle Obama’s Let’s Move!
campaign in Cincinnati and Hamilton County, Ohio, promoting healthier foods in schools,
community gardens, and safe parks. Through a multi-channel strategy—including TV,
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and Outreach Services
radio, digital, OOH, and interactive tools like GIS mapping and a dedicated website—the
campaign successfully engaged the community and empowered families to embrace a
healthier lifestyle.
City of Mason, Ohio – Developed a distinctive brand identity for the City of Mason,
Ohio, reflecting its growth, economic vision, and community values, while creating a
cohesive visual and messaging framework to support the city’s branding and civic
engagement efforts.
Louisville Water Company – Conducted a comprehensive rebranding for Louisville
Water Company, including research, brand strategy development, and the creation of a
new visual identity and messaging framework to strengthen its presence and
communicate its commitment to quality water and community service.
Belle of Louisville – Redesigned the website for the Belle of Louisville, modernizing its
digital presence and improving the user experience by streamlining branding, enhancing
ticketing and donation platforms, and making the site more accessible for visitors and
supporters.
Chicago Chamber of Commerce – Collaborated with the Chicago Chamber of
Commerce to design and produce materials that promoted memberships, highlighted
benefits and initiatives, and provided educational content to the Chicagoland community.
City of Waco – Designed and developed a distinctive website for the City of Waco,
capturing the city's independent spirit and renaissance, offering a user-friendly digital
space where residents, business owners, and city officials can easily access the tools
and information needed to live, work, and explore Waco.
City of Ennis - Delivered a comprehensive suite of design, printing, and mailing
services for the City of Ennis, producing high-quality promotional materials, large-format
prints, and custom items while ensuring timely delivery and adherence to USPS
standards, all aligned with the city's branding and event needs.
Town of Gilbert Office of Economic Development : Partnered with the Town of Gilbert
Office of Economic Development to execute strategic media planning, publisher
partnerships, and media buys, ensuring targeted outreach that maximized visibility and
engagement with key audiences.
State of Kansas :Partnered with the State of Kansas to provide consumer and market
research services, conducting surveys, focus groups, interviews, and in-depth qualitative
and quantitative analysis. Our insights supported various state divisions by delivering
data-driven strategies tailored to specific projects and audience needs across Kansas.
These projects share common threads with Glenview’s goals: engaging diverse stakeholders,
promoting economic development, and building adaptable visual systems that scale across
departments, programs, and platforms.
2. A Human-Centered and Research-Led Approach
We don't start with assumptions—we start with people. Our process begins with immersive
discovery that includes staff workshops, community engagement, stakeholder interviews,
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surveys, and cultural audits. This methodology ensures the new brand authentically represents
the voice and aspirations of Glenview’s residents, business owners, and civic leaders.
Every creative decision we make is rooted in this foundation. The result is a brand that’s not
only visually compelling, but emotionally resonant and strategically sound.
3. Comprehensive, Turnkey Solutions
From kickoff to rollout, (matter) provides a full spectrum of services needed to build and activate
a successful municipal brand:
Brand strategy and positioning
Visual identity and design system (logos, typography, color, etc.)
Messaging and tone of voice
Marketing campaign development
Signage, templates, and collateral
Rollout and implementation roadmap
Ongoing creative consulting for sustained success
We also design with flexibility in mind—creating systems that empower The City’s staff,
departments, and local businesses to use the brand consistently and confidently in their own
initiatives.
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4. A Partner in the Process
We pride ourselves on being collaborative and responsive partners. We view your internal
teams not just as stakeholders, but as co-creators. From project management and
communication to milestone reviews and board presentations, we build in opportunities for
alignment, feedback, and refinement—ensuring the final brand is something everyone can be
proud of.
5. Award-winning agency
(matter) has demonstrated a consistent ability to deliver complex branding projects for public
agencies and institutions, blending creativity with strategic insights. Our work has been
recognized by the American Advertising Federation, Davey Awards, The Telly Awards,Graphis,
Print, HOW, and LogoLounge, and has been featured in Design Alliance: Uniting Print and Web
Design. These projects exemplify our ability to deliver high-quality branding solutions that
resonate with diverse stakeholders and align with long-term objectives.
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Conclusion
(matter) is excited by the opportunity to help The City of Fort Worth tell its story with clarity,
consistency, and heart. Our work will position The City as a thriving, welcoming community—a
place to live, work, invest, and belong.
ii) Personnel and Staff Overview
Submit an organization chart depicting contact arrangement from City to Vendor, team
structure, and resumes for key personnel, including experience and the number of years
working with Vendor.
The (matter) team consists of highly skilled professionals with extensive experience in design,
branding, marketing, UX, web development, and media services. Our key personnel bring
expertise in creative direction, project management, production, and logistics to ensure high-
quality deliverables.
Attached are responsibilities and an organizational chart outlining the roles and qualifications of
our team members who will be directly involved in managing and executing services. The team
has worked on projects for notable clients such as the City of Mason, City of Ennis, Belle of
Louisville, Louisville Water Company, First Transit, American Kennel Club, University of
Louisville, Igloo, Ford Motor Company, Shurtape Technologies, Cintas, Beacon, Petmate, and
Johnson & Johnson, bringing extensive experience in creative strategy, media planning, design,
and project management.
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Key Team Members and Roles
Name Role Responsibilities Methodology
Greg Fehrenbach Co-founder, Senior
Creative Strategist
Develops creative
concepts and
strategies that align
with client goals.
Synthesizes
audience insights to
create innovative
strategies.
Joel Warneke Co-founder, Senior
Creative Strategist
Provides strategic
guidance for
creative and
campaign
development.
Leverages 25 years
of expertise to
guide creative
execution.
Jacquie
Mannoquin
Project Manager Manages overall
project execution,
timelines, and client
communications.
Utilizes structured
project
management
practices to ensure
timely delivery.
Ruby DeWitt VP of Media
Strategy
Oversees media
planning and
buying strategies
Develops data-
driven media
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across digital and
traditional
platforms.
strategies tailored
to client objectives.
Molly Kennedy Senior Media
Manager
Develops detailed
media plans and
implements multi-
channel strategies.
Purchases media
buys and develops
media tactics
tailored to client
goals
Kenny Friedman VP, Executive
Creative Director
Provides creative
direction, aligns
strategy with
business goals, and
leads ideation
sessions.
Leverages two
decades of
experience to
deliver impactful,
innovative
solutions.
Timothy Sauer,
Ph.D.
Director of
Research
Conducts research
to inform strategic
and creative
decisions.
Utilizes qualitative
and quantitative
research methods
for data-driven
insights.
Laura Valentine Senior Market
Researcher
Gathers data and
develops insights,
analytics, and
reporting.
Creates reports
from research and
campaign
performances for
insights and
optimizations.
Shane Doyle Associate Art
Director
Assists in
developing visual
concepts and
designs for print
and digital projects.
Combines creative
vision with client
brand guidelines for
cohesive outputs.
Kim Pegram Art Director Manages visual
design across print,
digital, and video
platforms.
Combines creative
vision with technical
expertise for
cohesive branding.
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Madison Asher Associate Creative
Director
Supports creative
strategy and
execution in digital
and video media.
Balances strategic
insight with creative
storytelling.
Christina Koplyay Senior Designer Creates visually
compelling assets
for print and digital
media.
Applies human-
centered design
principles to align
visuals with
audience needs.
Taylor Cochran Producer Coordinates
logistics for video
and multimedia
projects.
Ensures seamless
scheduling,
budgeting, and
resource allocation.
Please see resumes included on the following pages.
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ii) Statement of Vendors’ ability to perform marketing services on an as-needed, task-order,
basis.
(matter) is a fully integrated creative agency with deep expertise in delivering strategic
marketing and outreach services across government, environmental, and community-based
initiatives. Our agile operational model and extensive experience with task-order-based public
sector contracts position us to seamlessly support the City of Fort Worth’s Environmental
Services Department across a wide spectrum of marketing and community engagement needs.
Proven Task-Order Project Management
As a specialized agency, (matter) is structured to respond to marketing needs on an as-needed
basis through a well-established task order framework. Our internal project management system
allows for rapid scoping, resource allocation, and execution of diverse marketing assignments,
whether large-scale media campaigns or targeted outreach components. We maintain a flexible
staffing model supported by cross-functional teams in creative development, digital strategy,
media planning, and content production, allowing us to immediately mobilize based on evolving
priorities and timelines.
Each task order is managed by a dedicated account lead who works closely with city staff to
ensure alignment with campaign goals, KPIs, timelines, and budget requirements. This
approach ensures clear accountability, rapid response, and consistent quality control throughout
the engagement lifecycle.
Expertise Across Requested Service Areas
Our in-house capabilities and network of specialized partners enable us to fulfill all required
service areas listed in the RFP, including but not limited to:
Digital and Print Collaterals: End-to-end design, copywriting, and production tailored to
culturally relevant messaging for Fort Worth’s diverse communities.
Website Content Development: UX-focused content strategy and CMS-integrated
updates to enhance accessibility and user engagement.
Youth Education and eLearning: Development of curriculum-based tools and
interactive media that translate complex environmental topics into engaging, age-
appropriate formats.
Video, Animation, and Photography: Full-service production capabilities for
documentary-style storytelling, PSAs, explainer videos, and campaign visuals.
Brand Alignment and Market Research: Strategy-driven creative rooted in evidence-
based insights and brand consistency across all touchpoints.
Social Media and Event Strategy: Creative programming and community activation
through social platforms and on-the-ground events.
Experience with Environmental and Government Campaigns
(matter) brings a successful history of supporting public institutions in driving community
behavior change, improving environmental awareness, and amplifying civic engagement. Our
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campaigns have resulted in measurable outcomes—such as improved recycling behavior,
reduced contamination rates, and increased digital engagement with municipal sustainability
resources.
Commitment to Community Responsiveness
As a creative agency grounded in purpose-driven work, we are committed to authentic
engagement with local communities. Our approach prioritizes inclusivity, cultural competency,
and accessibility in all communications, ensuring messages resonate and inspire action across
all demographic segments of Fort Worth.
ii) Vendor’s ability to dedicate the necessary resources to the work described in the solicitation
such as the number of personnel, equipment, digital material, platforms, and software.
Demonstrate the Vendor’s ability to deliver projects within scheduled timeframes.
(matter) is fully equipped to meet the City of Fort Worth’s marketing and outreach needs with a
robust infrastructure of dedicated personnel, creative tools, digital platforms, and an agile
project delivery model that ensures on-time, on-budget execution.
Personnel & Staffing Model
Our agency is composed of 125+ full-time professionals spanning strategic, creative, digital, and
production disciplines. For this engagement, we are prepared to assign a cross-functional task
force dedicated to the City of Fort Worth, including:
Account Director – Primary point of contact ensuring strategic alignment and day-to-
day coordination
Project Manager – Oversees task order execution, resource allocation, and timeline
adherence
Creative Director – Leads concept development and ensures visual consistency
Copywriter/Content Strategist – Crafts messaging tailored to audience insights
Digital Marketing Manager – Plans, monitors, and optimizes social and web-based
campaigns
Graphic Designers & Animators – Create print, digital, and video collateral
Video Producer – Oversees full-cycle production for video and animation needs
Community Engagement Specialist – Advises on inclusive outreach and education
strategies
We also maintain a vetted network of specialized partners and contractors, enabling rapid scale-
up for larger task orders or concurrent deliverables.
Equipment & Production Tools
(matter) owns and operates high-performance equipment and creative suites, eliminating
dependency on third parties and accelerating production timelines. Our in-house resources
include:
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4K and HD video production gear (cameras, lighting, audio, drones)
Dedicated editing suites with Adobe Creative Cloud, Final Cut Pro, and DaVinci Resolve
Photography studio setup and location shoot capabilities
Mac-based design and animation workstations optimized for rapid asset development
Platforms, Software & Digital Infrastructure
We leverage industry-leading tools and platforms to manage projects efficiently and deliver
digital-forward campaigns:
Project Management: WorkFront, Slack, and SharePoint for agile workflow, real-time
collaboration, and milestone tracking
Design & Content: Adobe Creative Cloud (Photoshop, Illustrator, InDesign, Premiere,
After Effects), Figma, Canva Pro
Digital Marketing: Meta Ads Manager, Google Ads, Sprout Social, Mailchimp, Google
Analytics, SEMrush
Web & UX: WordPress, Sitefinity, Webflow, Squarespace, Shopify and tools for content
accessibility and multilingual optimization
Survey & Research: Qualtrics, SurveyMonkey, and in-house focus group facilitation
capabilities
These systems allow us to work seamlessly across departments, ensure transparency for client
stakeholders, and move quickly from strategy to launch.
Project Delivery and Timeframe Reliability
We understand the importance of timely execution, especially in community-facing initiatives
where responsiveness can drive public trust. Our proven project management methodology
includes:
Rapid Intake & Task Order Activation: Within 1 business day
Timeline & Milestone Planning: Custom schedules based on scope, with clear
dependencies
Weekly Status Updates: Shared project dashboards and check-ins with city
stakeholders
Built-In Review Periods: To accommodate approvals, compliance, and public release
windows
Past examples include:
Launching a Nation-wide public awareness campaign for Eli Lilly in under 30 days from
kickoff
Developing social toolkits and videos for the Kentucky Derby within a 2-hour
emergency timeline
Designing and printing bilingual environmental outreach materials for the City of Ennis
event's within 10 business days
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In every case, our ability to combine strategic insight with production speed ensured the client
was able to meet critical deadlines without sacrificing quality.
ii. Approach to Perform Services
i) Provide Vendor’s project approach for completing and managing projects. This document
must include the methodology and approach for completing the services, outline projects steps
taken from initial consultation through maintenance, and social media and/or digital
promotions, print advertising, and an outreach campaign that includes print collaterals and
digital promotions.
Approach and Methodology
(matter) applies a structured yet flexible project management approach designed to deliver
thoughtful, audience-centered marketing and outreach campaigns—from initial planning to post-
campaign maintenance. Our methodology is grounded in strategic insight, creative excellence,
and operational discipline, ensuring every engagement supports the City’s mission while
remaining responsive to community needs.
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PHASE 1: Discovery & Consultation
Every project begins with a collaborative discovery process to align on goals, audiences, and
success metrics. For each task order, this phase includes:
Kickoff Meeting with City stakeholders to understand program objectives, timelines,
compliance needs, and target communities
Review of Existing Campaigns and Data to identify what’s working, what can be
improved, and where opportunities exist
Audience and Channel Assessment to ensure outreach plans reflect the behaviors and
needs of Fort Worth’s diverse populations
Deliverable Planning based on seasonal relevance, department priorities, and content
gaps
Deliverables: Creative brief, campaign roadmap, stakeholder approval schedule
PHASE 2: Strategy & Concept Development
Based on insights gathered, we define the creative and communications strategy. This phase
includes:
Messaging Framework tailored to the topic (e.g., recycling, litter prevention,
sustainability) and aligned with City voice and DEI goals
Channel Strategy outlining use of digital, print, video, events, and social media
Concept Development of visual themes and messaging, with multiple creative directions
presented for feedback
Deliverables: Messaging guide, visual concepts, media recommendations
PHASE 3: Production & Campaign Buildout
Upon approval of strategy and creative direction, we move into execution. Our production
capabilities ensure timely delivery of high-quality assets across platforms:
Print Collaterals: Brochures, flyers, posters, signage, newsletters, and mailers designed
with accessible language and bilingual options
Digital Promotions: Animated banners, video PSAs, social media toolkits, digital ads, and
eLearning modules
Web Content: Updated copy, graphics, and landing pages for city platforms
Social Media Assets: Custom graphics, post copy, short-form videos, story templates,
and platform-specific adaptations
Photo & Video Shoots: City-branded, community-centered storytelling capturing local
voices and environments
Deliverables: Full suite of print/digital assets, content calendars, media-ready files
PHASE 4: Deployment & Outreach
We work alongside City teams to launch, monitor, and optimize campaigns in real-time:
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Media Placement: Targeted print ads, boosted social posts, paid digital campaigns
through Google, Facebook, Instagram, and display networks
Community Activation: Materials for in-person outreach (tabling events, school visits,
neighborhood meetings)
Partner Distribution: Asset toolkits for internal departments and community organizations
Deliverables: Launch schedule, distribution plan, media spend summary, community partner
toolkit
PHASE 5: Monitoring, Maintenance & Optimization
We monitor campaign performance and community feedback to refine messaging and plan
future content:
Analytics Dashboards tracking reach, engagement, conversion, and behavioral metrics
Monthly Reporting with data insights, qualitative feedback, and optimization
recommendations
Asset Maintenance: Refresh of evergreen content and reformatting for extended use
Knowledge Transfer: Ongoing training for city staff and documentation of campaign
assets for future use
Deliverables: Performance reports, updated assets, internal training materials
Summary
(matter)’s approach is built for long-term impact and task-order flexibility. Whether executing a
recycling campaign with print and digital promotions, promoting new web-based sustainability
resources, or equipping youth educators with engaging materials, our process ensures
transparency, inclusivity, and measurable outcomes every step of the way.
We don’t just produce creative—we build campaigns that inform, engage, and empower Fort
Worth’s residents.
ii) Vendor shall submit at least three sample portfolios relating to either government or
integrated campaign deliverables and quality of services. (a) Portfolio examples shall include,
but not be limited to, the following: digital graphics (web, social media, eBlasts, etc.), printed
collaterals (fliers, handouts, postcards, etc.), promotional collaterals (giveaways, t-shirts, etc.),
paid advertisements/media buys, written publications, event promotions, portraying content
creation and development
Relevant Experience
Our portfolio includes a range of projects that align with the scope of services. Please view our
case studies listed below:
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1.The City of Mason
Project Scope:
The City of Mason is a rapidly growing community located just outside of Cincinnati, Ohio. With
over 30,000 residents, major attractions, and innovative businesses, the City sought to update
its brand to better reflect its vibrant community. Mason needed a brand identity that could unify
its various departments, enhance its public image, and create a cohesive experience for
residents, businesses, and visitors. The initiative was carried out within a $110,000 budget. The
project was delivered on time and within budget, thanks to a collaborative approach and efficient
project management.
Research & Strategy: (March - May 2007):
Our team worked closely with Mason's city council and the city manager to gather
input from key stakeholders. Through focus groups, surveys, and interviews, we engaged with
local residents, business owners, and government officials to understand their vision for the
City’s future. These insights allowed us to identify the key values of the community—family-
friendliness, innovation, and growth—while considering the City’s goals of economic
development and tourism. We also conducted an audit of Mason’s existing communications to
identify gaps and opportunities in their branding.
Brand Development:(June - August 2007):
Based on our research, we created a new logo and visual identity that encapsulated Mason's
essence as a dynamic, welcoming community. The design reflected the City’s vision of being an
ideal place to live, work, and play, with elements that were adaptable across various platforms.
We developed a comprehensive Brand Manual to ensure that the new identity could be
consistently applied across all City departments and public services.
Website Redesign- Strategy, Design, Development, Testing & Launch (September 2007 -
July 2008):
Created a visually appealing and user-friendly website design that reflected the new brand
identity. Focused on improving navigation, mobile responsiveness, and integrating essential
features such as an event calendar, news updates, and interactive city maps. The development
phase involved building the site using a robust content management system (CMS) to allow city
staff easy updates.
Implementation & Impact: (August - October 2008)
The new brand was implemented across all communication channels, including street signs,
wayfinding, promotional materials, brochures, newsletters, vehicle decals, and the City’s
website. The cohesive branding helped increase the City’s visibility and appeal to potential
residents and businesses, while also unifying the community under a shared identity.
This project successfully enhanced the City’s public image and fostered a sense of community
pride, positioning Mason for future growth and development.
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Contact
POC Name: Victor Kidd (City of Mason, former Mayor)
Phone: 808.269.1858
E-mail address: victorlanekidd@gmail.com
Address: 6000 Mason-Montgomery Road, Mason, OH 45040
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2. Hamilton County, OH - Michelle Obama Let's Move!Campaign
Project Scope:
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The Let’s Move!campaign, launched by Michelle Obama to fight childhood obesity, sought to
make a lasting impact on the health and wellness of communities across the United States. For
Cincinnati and Hamilton County, Ohio, the goal was to promote healthier food options in
schools, develop community gardens, and provide safe, accessible parks for children to play.
The project was carried out with a multi-channel media approach with a budget of $2 million
dollars, engaging various audiences in the region through TV, radio, digital, outdoor, and
interactive experiences.
Research & Strategy: (January - March 2010):
Our team collaborated closely with local stakeholders, including city officials and community
leaders, to understand the region’s health challenges and opportunities. Through surveys and
focus groups, we gathered insights from residents, business owners, and local health experts to
craft a strategy that would resonate with diverse populations. We identified key goals such as
increasing awareness about healthy living, promoting the availability of community resources,
and empowering residents to make healthier choices.
Campaign Development: (April - June 2010):
We developed a creative multi-channel strategy to reach a broad audience, incorporating TV,
radio, digital, billboards, and experiential marketing. Two 60-second TV spots were created,
highlighting the contrasting lifestyles of children making healthy choices versus those leading a
sedentary life. These spots aired on local networks and streaming platforms. Radio personalities
helped amplify the message, and strategically placed billboards along major highways provided
both awareness and actionable health tips.
Interactive Community Engagement: (July - September 2010):
To engage the community directly, we created interactive storefronts and utilized GIS mapping
to connect residents with local resources such as parks, grocery stores, and community
gardens. Interactive displays in high-traffic areas used motion sensors to grab attention and
promote healthy choices. Additionally, a mobile app version of the GIS map allowed residents to
easily access this information on the go, increasing engagement and participation.
Website Launch & Digital Integration: (October - December 2010):
To centralize all campaign resources, we launched watchusthrive.org, a user-friendly website
that offered health tips, local resources, and campaign updates. The site was mobile-
responsive, ensuring accessibility across devices. The digital campaign was supported by social
media, where we saw significant increases in Facebook fans and Twitter followers.
Implementation & Impact: (January - March 2011):
The Let’s Move!campaign successfully engaged residents, increased visibility for healthier
community initiatives, and fostered a sense of pride and participation in the region. The multi-
channel strategy not only raised awareness but also provided tangible tools to help families
make healthier choices. As a result, the campaign saw increased engagement in community
programs, a boost in social media interaction, and a measurable shift in local attitudes towards
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healthier lifestyles.
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3. City of Waco
Project Scope
In 2020, (matter) worked with the City of Waco to create a visually compelling and user-friendly
website that embodied the independent spirit of Texas and the city’s ongoing renaissance. The
goal was to craft a digital experience that was unmistakably Waco—one that would empower
residents, business owners, and city officials to engage with their city in a way that felt personal
and intuitive. Our design approach focused on providing a seamless online hub that offered
essential resources, business support, and visitor information, ensuring all Wacoans could
experience their city, their way.
Discovery & Research (January – March 2020)
(matter) began by conducting in-depth research into Waco’s identity, exploring the city’s history,
cultural influences, and growth trajectory. We analyzed similar municipal websites, identified key
user needs, and gathered insights to inform a design strategy that would enhance engagement
and accessibility.
Creative Direction & Design (April – June 2020)
Our team developed a dynamic visual identity for the website that reflected Waco’s character—
bold, modern, and deeply rooted in Texas heritage. The design incorporated striking imagery,
clear typography, and an intuitive layout, making it easy for residents, businesses, and visitors
to navigate city services and resources. The user experience was designed to be flexible,
ensuring that no matter who was engaging with the site, they could find the information they
needed effortlessly.
User Experience & Development (July – September 2020)
The website’s architecture was designed to streamline access to essential city services while
maintaining a visually engaging and interactive experience. Key features included:
Responsive Design:Optimized for desktop and mobile users to ensure accessibility
across all devices.
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Intuitive Navigation:Simplified pathways for residents, businesses, and visitors to
quickly access relevant information.
Dynamic Content Areas:Highlighting city events, initiatives, and community programs
to keep Wacoans informed and engaged.
Launch & Community Impact (October – December 2020)
The redesigned website provided a refreshed digital presence for the City of Waco, reinforcing
its identity and making it easier for users to connect with city resources.
4. The Belle of Louisville
Project Scope:
The Belle of Louisville Website Redesign project sought to enhance user experience, simplify
the ticket booking process, and increase online donations. The project included a
comprehensive website audit, user journey mapping, redesign of the website's structure and
aesthetics, and integration of a secure, user-friendly payment system. The project was
completed within a budget of $180,000. Cost-effective strategies, such as leveraging existing
assets and streamlining development processes, ensured value for money.
Research & User Experience Audit (April - May 2022):
Our first step was to conduct an audit of Belle of Louisville’s existing website and ticketing
system. We identified several areas where the user experience could be improved, particularly
in the ease of booking tickets and making donations. Through stakeholder interviews and
customer feedback, we gathered insights that informed our redesign strategy.
Sitemap & Wireframe Development (June - October 2022):
We rebuilt the website’s sitemap with the organization’s goals in mind, ensuring that the design
would be intuitive for users while supporting Belle of Louisville’s operational needs. Our UX
designers created wireframes and mockups that aligned with the nonprofit’s brand, making sure
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the website was both functional and visually appealing. We prioritized improving the navigation
experience, making it easier for users to book tickets, learn about the riverboats, and donate.
Integration & Results (November - December 2022)
The new website included integrated platforms for ticket booking and donations, which were
designed to streamline the user experience. The ticketing and donation systems were user-
friendly, significantly reducing the number of customer service inquiries and improving the
overall efficiency of the organization’s operations. The project was completed on time, and the
redesigned site not only enhanced customer satisfaction but also strengthened Belle of
Louisville’s connection with its audience. As a result, the organization has seen an increase in
ticket sales and donations, with a more seamless online experience contributing to their
operational success.
Post-Launch Support (January - February 2023):
Provided ongoing support, monitoring the website's performance, gathering user feedback, and
making iterative improvements to optimize the user experience.
Contact
POC Name: Krista Snider (CEO)
Phone: 502.574.5103
E-mail address: krista.snider@louisvilleky.gov
Address: 401 W River Rd, Louisville, KY 40202
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5.Louisville Water Company
The rebranding of Louisville Water Company’s entity, Pure Spout Filters, aimed to refresh its
visual identity and align its brand with the company's mission to provide innovative, reliable
water services. The project involved developing a new logo, brand guidelines, and
communication materials to present a cohesive image across all touchpoints. Key components
included stakeholder interviews, audience surveys, competitor analysis, and a phased rollout
strategy to ensure a smooth transition without disrupting ongoing operations. The total project
budget was $250,000, allocated for research, design, development, and implementation
phases. Efficient resource management and phased execution helped stay within budget.
Discovery & Research (March - May 2022):
We began by conducting extensive research to gather insights from Louisville Water’s internal
stakeholders, industry experts, and customers. This research allowed us to synthesize client
and industry feedback, highlighting the need for a brand that reflected both innovation and
tradition. We also identified key opportunities for growth in the water filtration market, setting the
stage for the successful launch of PureSpout.
Brand Strategy & Development (June - August 2022):
With the key findings in place, we crafted a brand strategy that included the development of a
brand purpose, values, and positioning. We defined the company’s brand archetype as “The
Caregiver,” emphasizing its role in ensuring clean and safe water for the community. We then
developed new logos, typography, color palettes, and creative samples that represented the
company's long-term vision. This identity was both flexible and robust, allowing for future growth
while maintaining the company’s strong reputation.
PureSpout Launch & Activation (September - October 2022):
A significant part of the project was the launch of PureSpout, a filtration product aimed at
reducing lead in drinking fountain water. We developed a sub-brand that aligned with the parent
company’s values, ensuring that the product launch resonated with both commercial clients and
public institutions. The product branding and marketing materials were designed to clearly
communicate the benefits of PureSpout, positioning it as a proactive, cost-effective solution for
clean water.
Results (November 2022):
The rebrand revitalized Louisville Water Company, positioning it as an innovative and
reliable provider of water services. The launch of PureSpout was well-received, further
solidifying the company’s commitment to water quality and safety. The brand identity we
developed allowed the company to seamlessly integrate new products while maintaining a
cohesive public image. The project resulted in increased brand recognition and customer trust,
reinforcing Louisville Water’s role as a leader in the industry.
Contact
POC Name: Matthew Griffith
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Phone: N/a
E-mail address: mgriffith@lwcky.com
Address: 550 South Third Street, Louisville, KY 40202
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6. Chicago Chamber of Commerce
Project Scope:
(matter) partnered with the Chicago Chamber of Commerce to design and produce their annual
report, a key tool for promoting memberships, benefits, initiatives, and educational opportunities
within the Chicagoland business community. The project aimed to create an engaging, visually
compelling report that would highlight the Chamber’s impact, drive member engagement, and
reinforce its position as a leading advocate for local businesses.
Discovery & Research (January – March 2012)
Our engagement began with an in-depth research phase, during which (matter) collaborated
with Chamber leadership to understand their strategic priorities, key accomplishments, and
future initiatives. We conducted stakeholder interviews, reviewed past reports, and analyzed
membership engagement trends to ensure the final report would align with the Chamber’s goals
and effectively communicate its value to businesses and the community.
Content Strategy & Design (April – June 2012)
Based on our research findings, (matter) developed a content strategy that would present the
Chamber’s achievements, initiatives, and financials in a clear, engaging manner. We worked
closely with their team to craft compelling narratives and data visualizations that highlighted
membership benefits, economic impact, and key advocacy efforts. The design direction
prioritized a modern, sophisticated aesthetic that balanced professionalism with accessibility,
ensuring broad appeal to both current and prospective members.
Production & Distribution (July – September 2012)
Once the report design was finalized, we oversaw the production process, ensuring high-quality
printing and digital formatting for multi-channel distribution. The final report was designed for
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both print and online viewing, allowing for maximum reach. Additionally, (matter) provided
marketing support to promote the report through social media, email campaigns, and direct
outreach to Chamber members.
Results & Impact
The 2012 annual report played a crucial role in strengthening the Chamber’s outreach and
engagement efforts. Key outcomes included:
Increased Membership Interest: A 11% rise in membership inquiries following the
report’s release.
Enhanced Community Awareness: Broader recognition of the Chamber’s initiatives,
resulting in stronger participation in educational programs and networking events.
Stronger Stakeholder Engagement: Positive feedback from members and local
business leaders, reinforcing the Chamber’s role as a vital resource for the Chicagoland
business community.
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7.Bluegrass Realtors
Project Scope:
(matter) partnered closely with Bluegrass REALTORS® leadership to deliver a comprehensive
rebranding solution. The project included extensive research, development of a brand strategy,
renaming, logo creation, website redesign, tagline formulation, and the establishment of brand
standards. Our goal was to craft a cohesive brand experience that would unify members and
appeal to potential stakeholders across the region. The rebranding initiative was executed within
a budget of $180,000, ensuring meticulous attention to detail across all elements while
maintaining cost efficiency.
Discovery & Research (January - March 2023):
The project commenced with an extensive discovery phase, where (matter) engaged with
Bluegrass REALTORS® leadership to understand their vision, challenges, and aspirations. We
conducted interviews with key stakeholders and distributed surveys to members, gathering
insights on the association’s history and reputation. This phase culminated in a competitive
analysis, providing a comprehensive understanding of the landscape and informing the
subsequent phases of the project.
Brand Strategy and Naming (April - May 2023)
Armed with the research findings, our team began crafting a brand strategy that encapsulated
the core values and mission of the association. Collaborative workshops with the leadership
team led to the development of a brand positioning statement and the selection of the new
name, "Bluegrass REALTORS®." This name was chosen to reflect the association's regional
identity and its commitment to serving the broader community.
Identity and Tagline Development (June - August 2023)
During this phase, our design team worked on creating a visual identity that resonated with the
association's values and ambitions. Multiple logo concepts were presented and refined through
feedback sessions, resulting in a final logo that combined modernity with a nod to the region’s
rich heritage. The tagline “Connecting Communities, Creating Opportunities” was developed to
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succinctly convey the association’s mission to foster relationships and drive growth within the
real estate sector.
Brand Standards and Marketing Collateral (September - October 2023)
To ensure consistent application of the new brand identity, we developed a comprehensive set
of brand guidelines. These guidelines covered logo usage, color schemes, typography, and tone
of voice. Alongside this, we produced a suite of marketing collateral, including business cards,
brochures, and out-of-home advertising materials, to support the brand’s visibility and outreach
efforts.
Results and Impact (Nov 2023 - Feb 2024)
The rebranding led to a 37% increase in member engagement and a 24% growth in new
membership inquiries. The refreshed identity positioned Bluegrass REALTORS® as a leader in
the region, fostering greater community recognition and enhanced member pride.
Contact
POC Name: Justin Landon, Former CEO
Phone: 859-276-3503
E-mail address: justin@lbar.com
Address: 2250 Regency Rd, Lexington, KY 40503
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8. Tommy Armour Golf:Re-Teeing a Legend
Project Scope:
(matter) was tasked with revitalizing the Tommy Armour Golf brand, a storied name in the golf
equipment industry, to help it regain relevance in a competitive market. The project involved
brand identity enhancement, logo redesign, product graphics development, and the creation of
new marketing materials. Our efforts were aimed at honoring the brand’s rich heritage while
modernizing its image to appeal to a broader, more diverse audience. The refreshed brand
played a key role in Tommy Armour Golf’s increased market share and ultimately contributed to
the brand’s acquisition by Dick’s Sporting Goods.
Discovery & Research (January - March 2023):
Our engagement began with an in-depth discovery phase, where we partnered with Tommy
Armour Golf’s leadership to understand the brand’s legacy, its current market position, and its
future goals. We conducted interviews with key stakeholders, including designers, product
managers, and a select group of loyal customers, to gain insight into the brand’s history and
how it resonated with both existing and potential consumers. A competitive analysis provided
further understanding of the landscape, helping inform our approach to the rebrand.
Brand Strategy and Positioning (April - May 2023):
With a deep understanding of the brand’s values and competitive challenges, (matter)
developed a refined brand strategy. We focused on leveraging the legacy of Tommy Armour Golf
while ensuring that the brand could evolve in line with contemporary consumer expectations.
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The strategy aimed to position Tommy Armour Golf as both a trusted legacy brand and a
forward-thinking innovator in the golf industry. This culminated in a new positioning statement
that emphasized precision, craftsmanship, and the pursuit of perfection in every product.
Logo and Identity Development (June - August 2023):
In this phase, our design team reimagined the Tommy Armour Golf logo, drawing inspiration
from the brand’s rich history while giving it a fresh, modern feel. The new logo was crafted to be
versatile across various media, from digital platforms to packaging and retail displays. We also
developed updated product graphics that maintained a strong connection to the brand’s roots
but offered a more contemporary aesthetic that would appeal to a new generation of golfers. A
key design element was the integration of the legendary Tommy Armour silhouette, subtly
incorporating it into the logo and product graphics.
Marketing Collateral and Product Launch (September - October 2023):
To ensure a cohesive and impactful brand experience, we developed a range of marketing
collateral, including brochures, point-of-sale materials, digital assets, and print advertisements.
These materials were designed to reflect the renewed identity of Tommy Armour Golf while
maintaining consistency in messaging across all touchpoints. We also collaborated with the
Tommy Armour team to create a product launch strategy that would generate excitement and
drive sales for their new line of golf clubs and accessories.
Results and Impact (Nov 2023 - Feb 2024):
The rebrand led to a notable increase in market share, with sales rising by 18% in the first
quarter post-launch. The refreshed identity contributed to the re-establishment of Tommy
Armour Golf as a premium brand in the golf equipment category, appealing to both seasoned
golfers and newcomers to the sport. This revitalized image and strategic repositioning were
instrumental in the brand’s acquisition by Dick’s Sporting Goods, expanding its reach to a
broader retail audience and solidifying its place in the competitive market.
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10. EVS Solutions:Giving a Leader in Identity Verification Solutions a New Brand Identity
of Its Own
Project Scope:
EVS Solutions, a leader in digital identity verification services, approached (matter) in early
2024 to refresh its brand identity, which had become outdated despite the company’s 25 years
of success in helping clients across high-risk industries prevent fraud and maintain regulatory
compliance. As an ongoing client for the past 10 years, EVS trusted (matter) to create a
modern, tech-forward visual identity and brand strategy that would accurately represent its
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innovative product offerings and industry leadership. The project involved a complete rebrand,
including logo redesign, website overhaul, and the development of a new brand positioning that
would resonate with EVS’s diverse audiences across various industries.
Discovery & Research (January - March 2024):
We began the project with an extensive industry audit to assess the landscape, analyzing
competitors’ messaging, positioning, product offerings, and visual languages. It became clear
that many of EVS’s competitors were well-positioned, but none could match the depth of EVS’s
capabilities and decades-long success. We identified a prime opportunity for EVS to leverage its
strengths and emphasize its longevity and trusted reputation in the identity verification market.
In addition to the competitive audit, we conducted audience research to define key target
personas, including Chief Risk Officers, Chief Compliance Officers, VPs of Product, and
Software Engineers. We also explored trends and pain points within the industries EVS
serves—Financial Services, Gaming, Age-Restricted Commerce, Retail & E-Commerce,
Education, and Healthcare—providing us with insights to shape the company’s new brand
positioning.
Brand Strategy and Positioning (April - May 2024):
Armed with research insights, (matter) collaborated with EVS to craft a brand positioning that
highlighted the company’s core strengths: innovation, trust, and industry expertise. The new
positioning focused on EVS as a proven leader in the digital identity verification space, offering
secure and integrated solutions for high-risk industries. This new strategic foundation would
serve as the backbone for the brand’s messaging, design, and overall experience across all
channels.
Logo and Visual Identity Development (June - August 2024):
The next phase of the project involved a complete overhaul of EVS’s visual identity, starting with
a modern redesign of its logo. The original logo, which had been in use since the early 2000s,
no longer reflected EVS’s forward-thinking approach. Our design team developed a sleek,
lowercase logo with a sans-serif typeface, incorporating a check mark as the “v”—a graphic
element that would be carried throughout the website and collateral materials. This new logo,
combined with a contemporary color palette, modern typography, and refined design elements,
effectively positioned EVS as a cutting-edge, user-friendly brand.
Website Redesign and User Experience (September - November 2024):
With the new brand identity in place, we turned our attention to EVS’s website. Using insights
from our audience research, we redesigned the website structure to create clear, intuitive paths
for visitors based on their industry and specific needs. We emphasized the integration of EVS’s
products with BlueAssure, the company’s cloud-based SaaS platform, and restructured the
product nomenclature for easier navigation and clarity.
We also developed content and design features that directly addressed the needs of different
industries, such as customer acquisition and chargeback prevention, while offering dedicated
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City of Fort Worth - RFQ# 25-0149 - RFQ Marketing
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solutions for tech and security leaders. Multiple calls-to-action were placed across the site to
encourage demo requests, ensuring a clear path to conversion.
Human-Centered Design and Visual Enhancements (December 2024):
Once the new website structure was in place, we filled it with warm, human-centered
photography to reflect EVS’s approachable, trustworthy brand personality. The use of black-and-
white imagery added visual variety and sophistication, complementing the modern design
elements. We also created custom icons and graphic elements to reinforce the streamlined,
professional approach that EVS takes with its products and services.
Trade Show, Collateral, and Other Finishing Touches (January - February 2024):
Given EVS’s frequent attendance at trade and industry shows, we wanted to ensure that the
company’s presence at these events aligned with its new brand identity. (matter) designed a
new trade show booth, brochures, product sheets, and other collateral materials, all in line with
the refreshed brand and positioning. These materials helped solidify EVS’s identity as a forward-
thinking leader in digital identity verification, ensuring that its messaging remained consistent
across all touchpoints, whether in-person at events or online.
Results and Impact (Jan 2024 - March 2024):
The rebrand and website overhaul successfully repositioned EVS Solutions as a modern,
industry-leading provider of identity verification services. Within the first two months after the
launch, EVS experienced a 32% increase in site engagement and a 20% rise in demo requests.
The refreshed identity and user-focused website not only enhanced EVS’s credibility in the
market but also contributed to higher lead generation and client acquisition, reaffirming EVS’s
status as a trusted partner in digital identity verification solutions.
With a cohesive brand identity across all digital and physical touchpoints, EVS is now better
positioned to build on its 25 years of success and continue its growth in the identity verification
market.
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11. American Kennel Club - Everything We Do, We Do For Dogs
(matter) partnered with the American Kennel Club (AKC), a nonprofit with 140 years of
advocacy for dogs and responsible dog ownership, to reposition the brand for a younger
generation of pet parents. The assignment was to modernize AKC’s visual identity and launch a
national brand campaign that could emotionally resonate with Millennials and Gen Z dog
owners, many of whom were unaware of the organization’s extensive offerings. The resulting
campaign, “Everything We Do, We Do for Dogs,” revitalized the brand with a fresh visual
system, heartfelt storytelling, and multi-channel media execution.
Discovery & Research (July – September 2024)
Our engagement began with a deep dive into AKC’s heritage, brand equity, and current
audience perception. Through stakeholder interviews and audience research, we uncovered a
significant gap between AKC’s trusted authority and the perceptions held by younger dog
owners—who often associated the organization solely with show dogs or pedigree registration.
We also analyzed media consumption habits, language preferences, and emotional drivers for
Gen Z and Millennial pet parents. This strategic groundwork enabled us to find white space for
emotional storytelling and align AKC’s mission with what motivates today's dog owners:
connection, care, and community.
Brand Strategy and Positioning (October – November 2024)
Based on our insights, (matter) developed a brand platform centered on the emotional bond
between people and their dogs. “Everything We Do, We Do for Dogs” emerged as both a
positioning statement and a campaign mantra—humanizing the AKC brand while reinforcing its
expertise.
We aimed to strike a tone that felt credible, approachable, and emotionally resonant, positioning
AKC not only as a registry but as a trusted partner in every dog owner’s journey. The
campaign’s messaging emphasized authenticity, day-to-day moments, and the lengths people
go to for their pets—while subtly threading in AKC’s ongoing support and services.
Visual Identity Refresh (November – December 2024)
To modernize AKC’s look while honoring its legacy, we refreshed the brand’s visual elements:
Color Palette: Introduced a deeper, richer blue that modernized the existing scheme
while reinforcing trust.
Typography: A new bold, sans-serif typeface complemented the classic serif for a
contemporary-meets-traditional feel.
Tone of Voice: Headlines such as “Movie Date” and “From Zzzs to Zoomies” injected
personality while tying directly to moments dog owners cherish.
The updated visual language allowed AKC to remain recognizable to existing audiences while
becoming far more engaging for a younger demographic.
Creative Execution and Launch (December 2024 – January 2025)
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The campaign launched with a hero :60 spot that debuted during the AKC National
Championship Dog Show on ABC—an event with 27 million viewers the prior year. The
commercial, filmed over a week, showcased over 40 AKC-registered breeds in real-life
scenarios, including a service dog, Disc Dog Champion, and even a Newfoundland with a film
career.
The spot celebrated the diversity of dogs and their owners while reinforcing AKC’s presence
behind the scenes of every meaningful relationship. :30, :15, and :06 cutdowns were tailored for
Meta, TikTok, streaming platforms, and programmatic display, ensuring multi-platform reach and
flexibility.
Integrated Campaign Rollout (January – March 2025)
Beyond the national TV launch, the campaign spanned:
Social Media: Tailored short-form content with interactive elements like the prompt,
“What’s the most unexpected thing you do for your dog?” to encourage UGC and
deepen engagement.
Out-of-Home: Traditional and digital billboards extended reach in key markets and AKC
event venues.
Website Integration: A refreshed homepage and campaign hub reinforced the brand
message and guided visitors to services and education tools.
Event Presence: New banners and collateral at dog shows and community events
further embedded the message within the AKC ecosystem.
This multi-channel approach ensured campaign consistency and maximized exposure to both
legacy supporters and new audiences.
Results and Impact (March – May 2025)
Though still in early stages, the campaign has already made a measurable impact:
The :60 spot reached millions during its national broadcast debut and has garnered
strong engagement across digital platforms.
Early social media data shows increased engagement rates and positive sentiment from
younger demographics.
AKC’s internal teams now have a scalable creative platform to carry the message
through future campaigns and events.
More than a brand refresh, “Everything We Do, We Do for Dogs” is a long-term narrative
platform designed to evolve with AKC’s mission—and with every generation of dog lovers.
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iii) Acknowledgement that pricing will be requested at the task order level. (No price proposals
are to be submitted in response to this RFQ)
(matter) acknowledges and fully understands that no pricing is to be submitted in response to
this Request for Qualifications (RFQ). We confirm that all pricing for services, deliverables, and
campaign elements will be proposed and negotiated at the task order level, as specified by the
City of Fort Worth.
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City of Fort Worth - RFQ# 25-0149 - RFQ Marketing
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We are prepared to provide detailed cost estimates and transparent rate structures as each task
order is issued, ensuring alignment with project scope, budgetary guidelines, and value for
public investment. Our team is committed to working collaboratively with City staff to ensure
each scope of work is efficiently priced, clearly itemized, and responsive to the goals of the
Environmental Services Department.
iii. References
SOQs shall list a minimum of three (3) references from projects similar in nature, size and
scope completed or has undertaken in the past 12 months. References shall include the
following items: i) Client name and contact information, ii) Project Title and Description, iii)
Project timeline (start and end dates), iv) Summary of project deliverables and outcomes, v)
Client satisfaction (e.g., letters of recommendation, performance evaluations, or a brief
narrative of client feedback). Projects should demonstrate the Respondents ability to deliver
quality services on time and within budget.
Matthew Griffith, Manager - Strategic Business
Louisville Water Company
Services Provided:2022-Current
Phone:502.489.4981
Email:mgriffith@louisvillewater.com
Address:550 South Third Street, Louisville, KY 40202
Services:Developed and implemented a rebranding strategy, including design elements like
signage and promotional materials, and created marketing campaigns to promote Louisville
Water's new PureSpout product.
Victor Kidd, Former Mayor
City of Mason
Phone:808.269.1858
E-mail address:victorlanekidd@gmail.com
Address:6000 Mason-Montgomery Road, Mason, OH 45040
Services:Developed a city-wide branding strategy, including a new logo, wayfinding signage,
and digital content, while redesigning the city’s website to improve engagement and represent
its growth.
Kirsten Bahlke, Vice President Marketing
American Kennel Club
Services Provided:2023-Current
Phone:212-696-8265
Email:kirsten.bahlke@akc.org
Address:101 Park Avenue, 5th Floor, New York, NY 10178
Services:Developed and launched the national brand campaign “Everything We Do, We Do for
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Dogs” to modernize AKC’s image and connect with Millennial and Gen Z dog owners. The
campaign, which debuted with a :60 commercial during the AKC National Championship Dog
Show, showcased the deep bond between dogs and their owners, emphasizing AKC’s role in
supporting dog lovers through all stages of ownership. The integrated campaign included TV,
digital, social media, and out-of-home advertising to raise brand awareness and foster
community engagement.
Melanie Canning, Director of Insights
Shurtape Technologies, LLC
Services Provided:2023-Current
Email:mcanning@shurtape.com
Address:1712 8th Street Drive SE, Hickory, NC 28602
Services:Assisted with brand identity design, developed digital marketing content, and
provided market research insights to strengthen Shurtape’s messaging and improve their
website user experience.
Justin Landon, Former CEO
Bluegrass Realtors
Phone:859-276-3503
Services Provided:2021-2024
E-mail address: justin@lbar.com
Address:2250 Regency Rd, Lexington, KY 40503
Services:Redesigned the website, created digital marketing campaigns, and developed print
and digital materials to enhance the user experience and drive engagement in the real estate
market.
Krista Snider, CEO
Belle of Louisville
Phone:502.574.5103
Services Provided:2022-2023
E-mail address:krista.snider@louisvilleky.gov
Address:401 W River Rd, Louisville, KY 40202
Services:Redesigned the website, improved user experience, and developed marketing
materials to promote ticket sales and donations, enhancing engagement and online visibility.
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a
person who contracts or seeks to contract for the sale or purchase of property, goods,
or services with a local governmental entity (i.e. City of Fort Worth) must disclose
in the Conflict of Interest Questionnaire Form CIQ the persons affiliation or
business relationship that might cause a conflict of interest with the local
governmental entity. Bylaw, the Questionnaire must be filed with the City of Fort
Worth Secretary no later than seven days after the date the person begins contract
discussions or negotiations with the City or submits an application or response to a
request for proposals or bids, correspondence, or another writing related to a
potential agreement with the City. Updated Questionnaires must be filed in
conformance with Chapter 176.
A copy of the Questionnaire Form CIQ is enclosed with the submittal documents.
The form is also available at https://www.ethics.state.tx.us/forms/conflict/
If you have any questions about compliance, please consult your own legal counsel.
Compliance is the individual responsibility of each person or agent of a person who
is subject to the filing requirement. An offense under Chapter 176 is a Class C
misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business
relationship that you might have with the City, state the Proposer name in # 1,
and use N/A in each of the areas on the form. However, a signature is required
in the #7 box in all cases.
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
LEAP FIVE, LLC dba (matter)
n/a
n/a
5/21/2025John Rivers III
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
1
CITY OF FORT WORTH
ENVIRONMENTAL SERVICES DEPARTMENT
100 FORT WORTH TRAIL
FORT WORTH, TEXAS 76102
REQUEST FOR QUALIFICATIONS
RFQ: 25 – 0149
MARKETING AND OUTREACH SERVICES
Legal Name of Respondent:
D/B/AName ofRespondent:
City of Fort Worth Bidder/Supplier ID or Federal ID Number (TIN):
Address:
Name of the Authorized Representative: __________________________________
Title: _____________________________________________________________
The undersigned, by his/her signature, represents that he/she is submitting a binding Statement of
Qualifications and is authorized to bind the respondent to fully comply with the solicitation
document contained herein. The Respondent, by submitting and signing below, acknowledges that
he/she has received and read the entire document packet for this RFQ and agrees to be bound by
the terms therein.
The undersigned agrees if the Statement of Qualifications is accepted, to furnish any and all items
and/or services upon the terms, conditions, and scope/specifications contained in this RFQ.
Signature of the Authorized Representative: _____________________________
Email: Phone:
(matter)
LEAP FIVE, LLC
2500 Technology Drive, Louisville, KY 40299
John Rivers III
Agency Fit Consultant
jrivers@leapgroupnetwork.com 502-974-2287
84-4811345
2
Name of Contact Person 1:
Title of Contact Person 1:
Email: Phone:
Name of Contact Person 2:
Title of Contact Person 2:
Email: Phone:
Name of Contact Person 3:
Title of Contact Person 3:
Email: Phone:
Please answer each question below:
Will the agreement be available for Cooperative Agreement use?
Yes_______ No________
Prompt Payment Discount Terms: ____ Percent _______ Days (i.e. 3% Net 15, etc.)
X
0
John Rivers III
Agency Fit Consultant
jrivers@leapgroupnetwork.com 502-974-2287
Ira Minor
Proposal Writer
iminor@leapgroupnetwork.com
Government Business Development Manager
Michael Noble
mnoble@leapgroupnetwork.com 502-212-1390
502-212-1390
CITY OF FORT WORTH – ENVIRONMENTAL
SERVICES DEPARTMENT
REFERENCE SHEET
RFQRef.#: 25-0149 Doc. Ref#:RFQ-04 Page 1 of 1
RFQ Title: RFQ Marketing and Outreach Services
Legal Name of Respondent:
Respondent shall furnish the following information with their Statement of
Qualifications, for at least three (3) recent clients/customers to whom subject
services were provided that are similar to the requirements stipulated in this
RFQ. References may be contacted during evaluation. Please be sure references
are available via phone and/or email when contacted.
1. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
2. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
3. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 1 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 1 of 5
LegalName of Respondent:
1.0 PROPRIETARY INFORMATION
i. All material submitted to the City becomes public property and is
subject to the Texas Public Information Act upon receipt.
ii. If a Respondent does not desire information that it believes to be
proprietary in the bid to be disclosed, the Respondent must list each
page number in the chart below and must clearly mark and identify each
page by including the word “PROPRIETARY” in all caps and
highlighted yellow on the bottom center of each page at the time of
submittal. The City will, to the extent allowed by law, endeavor to
protect such information from disclosure. The final decision as to the
information that must be disclosed lies with the Texas Attorney
General. Note: Pricing may not be marked proprietary and will be made
publicly available in the form of a bid tab following evaluation of all
bids. By submitting a response, Respondents agree that pricing is not
proprietary and may be released.
iii. Failure to identify proprietary information, as required in 9.2, will result
in all unmarked sections being deemed non-proprietary and available
upon public request.
Pages with information
believed to be
Proprietary
Please indicate if only specific sections
on the page are believed to be
Proprietary
LEAP FIVE, LLC dba (matter)
n/a
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 2 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 2 of 5
2.0 RESPONDENT’S QUALIFICATION QUESTIONNAIRE
The information provided on this questionnaire and in the Statement of
Qualifications (SOQ), submittal will be used to determine the
responsiveness of the SOQ. Please answer each question thoroughly.
Answers may be provided on a separate sheet as long as each response is
labeled according to the question.
i. How long has your company been in business? (A minimum of 5 years is
required) ________________
(Attach information that can be used to verify your years of experience.)
ii. What percentage of your work is with public agencies or other mission-
driven organizations?
___________________________________________________________
iii. Do you have an email address that is regularly monitored?
_____________________________________________________________
Email Address: ________________________________________________
iv. How often will emails be responded to?
_____________________________________________________________
_____________________________________________________________
v. What are your business hours and days?
_____________________________________________________________
_____________________________________________________________
vi. What is your average response time to new requests?
_____________________________________________________________
5
jrivers@leapgroupnetwork.com
Yes
within 24 hours
5
M-F, 9-5
within 24 hours
info@leapmatter.com
and others, such as your dedicated account manager and project manager
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 3 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 3 of 5
vii. Has your Company ever defaulted on a contract? If so, why weren’t you able
to fulfill the obligation?
_____________________________________________________________
_____________________________________________________________
viii. What platforms or tools do you use for creative development, collaboration
and campaign reporting?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
ix. How do you incorporate equity, accessibility and inclusive messaging into
your campaigns?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
3.0 VENDOR REQUIREMENTS
The Respondent shall include a comprehensive Statement of Qualifications
(SOQ). The information provided in this Statement of Qualifications will be
used to determine the responsiveness of the Vendor, within this, the
Respondent is expected to address the following key aspects.
i) Company Overview
i) Provide an overview of the company, an executive summary detailing
the Vendor’s interest and understanding of the scope of services.
i) Provide Vendor’s background, number of years in business, licenses,
qualifications, and experience. Include experience related to the
requirements within this RFQ, past performance with projects of
similar size and scope, relevant past work, and any related items.
ii) Personnel and Staff Overview: Submit an organization chart depicting
contact arrangement from City to Vendor, team structure, and resumes for
key personnel, including experience and the number of years working with
Vendor.
ii) Statement of Vendors’ ability to perform marketing services on an as-
needed, task-order, basis.
no
We have an established DE&I policy at our company that means we support
inclusive and equitable hiring practices. We believe having a diverse team means
our campaigns are better, more informed, and more inclusive.
Workfront, Figma, Microsoft Suite
We also incorporate cultural
awareness discussions into our creative ideation and development.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 4 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 4 of 5
ii) Vendor’s ability to dedicate the necessary resources to the work
described in the solicitation such as the number of personnel,
equipment, digital material, platforms, and software. Demonstrate the
Vendor’s ability to deliver projects within scheduled timeframes.
ii. Approach to Perform Services
i) Provide Vendor’s project approach for completing and managing projects.
This document must include the methodology and approach for
completing the services, outline projects steps taken from initial
consultation through maintenance, and social media and/or digital
promotions, print advertising, and an outreach campaign that includes print
collaterals and digital promotions.
ii) Vendor shall submit at least three sample portfolios relating to either
government or integrated campaign deliverables and quality of services.
(a) Portfolio examples shall include, but not be limited to, the
following: digital graphics (web, social media, eBlasts, etc.),
printed collaterals (fliers, handouts, postcards, etc.), promotional
collaterals (giveaways, t-shirts, etc.), paid advertisements/media
buys, written publications, event promotions, portraying content
creation and development
iii) Acknowledgement that pricing will be requested at the task order level.
(No price proposals are to be submitted in response to this RFQ)
iii. References: SOQs shall list a minimum of three (3) references from projects
similar in nature, size and scope completed or has undertaken in the past 12
months. References shall include the following items:
i) Client name and contact information.
ii) Project Title and Description
iii) Project timeline (start and end dates)
iv) Summary of project deliverables and outcomes
v) Client satisfaction (e.g., letters of recommendation, performance
evaluations, or a brief narrative of client feedback)
Projects should demonstrate the Respondents ability to deliver quality
services on time and within budget.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 5 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 5 of 5
4.0 DOCUMENTS REQUIRED FOR RESPONSE TO BE CONSIDERED
RESPONSIVE
The following documents and information are required to be submitted to be
considered responsive:
i. Completed RFQ-02-Form CIQ.
ii. Completed RFQ-03-Authorized Signature and Contact Details.
iii.Completed RFQ-04-Reference Sheet.
iv. Completed RFQ-08-Questionnaire and Requirements.
v. Signed Addendum(s) acknowledging receipt. Note: If no addendum is
issued, please attach a page stating "No Addendum Issued".
vi. Comprehensive Statement of qualifications including all requirements in
Section 3.
��� �����
ADDENDUM TO REQUEST FOR QUALIFICATIONS NO. 25-0149
MARKETING AND OUTREACH SERVICES
ENVIRONMENTAL SERVICES DEPARTMENT
ADDENDUM NO. 1 DATE ADDENDUM ISSUED: May 16, 2025
REQUEST FOR QUALIFICATIONS (RFQ): 25-0149 RFQ
OPENING DATE: May 29, 2025 (EXTENDED)
RFQ No. 25-0149 issued May 7, 2025, is hereby amended as follows:
1. The deadline for submissions has been extended to May 29t", 2025 at 2:OOPM local time.
2. Questions and Answers received at the pre-qualification conference and via the
procurement portal are hereby incorporated, in full text, Exhibit A pages 2-3.
All other terms and conditions remain unchanged.
s�� ����
Sarah Czec icz
Purchasing Manager
.................................................................................
By the signature affixed below, Addendum No. 1 is hereby incorporated into and made part of the
above-referenced REQUEST FOR QUALIFICATIONS.
COMPANY NAME: �-�^� �I ��, ��� uua i"'a«�' i
SIGNATURE:
�� aaa John Rivers III, Agency Fit Consultant
NOTE: Company name and signature must be the same as on the original bid documents. Failure
to return this form with your sealed bid may constitute grounds for rejection of your offer.
City of Fort Worth – (matter)
Exceptions – Not Applicable
Page 1 of 19
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT
INSTRUCTION TO RESPONDENTS
TABLE OF CONTENTS
1.0 BROWSERS......................................................................................................................... 4
2.0 SUPPORT............................................................................................................................. 4
3.0 QUESTIONS......................................................................................................................... 4
4.0 CLARIFICATIONS AND ISSUANCE OF ADDENDA..................................................... 4
5.0 SCHEDULE OF EVENTS.................................................................................................... 5
6.0 CLOSE DATE AND TIME.................................................................................................. 5
7.0 SUPPORTING DOCUMENTATION(PUBLIC FILES)..................................................... 5
8.0 SUBMISSIONINSTRUCTIONS......................................................................................... 6
9.0 REQUEST FOR QUALIFICATION.................................................................................... 6
10.0 RESPONSE....................................................................................................................... 7
11.0 RESPONDENT................................................................................................................. 7
12.0 UNAUTHORIZEDCOMMUNICATIONS...................................................................... 7
13.0 NON-ENDORSEMENTAND PUBLIC COMMENTS................................................... 8
14.0 PRE-RESPONSECONFERENCE.................................................................................... 8
15.0 PREPARATION OF RESPONSES................................................................................... 8
15.1 Tax Exemption .................................................................................................................. 9
15.2 Response Adequacy........................................................................................................... 9
15.3 Response Page Limit:........................................................................................................ 9
15.4 Response Summary and Company Overview.................................................................... 9
15.5 RFQ Exemptions:............................................................................................................10
15.6 Proprietary Information................................................................................................... 10
15.7 Business Equity Division (M/WBE) Documents: ...........................................................11
15.8 Alternate Responses ........................................................................................................11
15.9 Response Preparation Costs:............................................................................................11
15.10 Free on Board (FOB) Point..............................................................................................11
15.11 Prices:..............................................................................................................................11
16.0 MODIFICATION OR WITHDRAWAL OF RESPONSE..............................................12
16.1 Modification of Response................................................................................................12
16.2 Withdrawal of Response.................................................................................................. 13
17.0 OPENING OF RESPONSE.............................................................................................13
18.0 EVALUATION AND AWARD......................................................................................13
18.1 Evaluation........................................................................................................................13
18.2 Award..............................................................................................................................13
18.3 Acceptance of Response.................................................................................................. 14
18.4 Reservations.....................................................................................................................14
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18.5 Negotiations...................................................................................................................15
18.6 Period of Acceptance.....................................................................................................15
19.0 DOCUMENTS REQUIRED FROM RECOMMENDEDRESPONDENT..................15
19.1 Certificates of Insurance................................................................................................15
19.2 Certificate of Interested Parties Form 1295...................................................................15
20.0 AGREEMENTTERM...................................................................................................16
21.0 UNIT PRICE ADJUSTMENT......................................................................................16
22.0 INVOICE AND PAYMENTS.......................................................................................17
22.1 Registration....................................................................................................................17
22.2 Invoice...........................................................................................................................17
22.3 Payment.........................................................................................................................19
23.0 PROTEST PROCEDURE.............................................................................................19
24.0 COOPERATIVEPURCHASING.................................................................................19
25.0 GENERAL PROVISIONS............................................................................................20
26.0 SUBCONTRACTORS..................................................................................................20
27.0 BEST AND FINAL OFFER..........................................................................................20
28.0 ASSIGNMENT .............................................................................................................20
29.0 ERRORS OR OMISSIONS...........................................................................................21
30.0 TERMINATION ...........................................................................................................21
31.0 RIGHT OF ASSURANCE............................................................................................21
32.0 CHANGE ORDERS......................................................................................................21
33.0 VENUE .........................................................................................................................22
34.0 CONFLICT OF INTEREST..........................................................................................22
35.0 INSURANCE................................................................................................................22
36.0 CONTRACT CONSTRAINTS AND CONDITIONS ..................................................22
37.0 CHANGE IN COMPANY NAME OR OWNERSHIP.................................................22
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CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
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INSTRUCTION TO RESPONDENTS
1.0 BROWSERS
The Procurement Portal (Bonfire Portal) can be accessed using Microsoft Edge, Google
Chrome, or Mozilla Firefox. Javascript must be enabled.
Browser cookies must be enabled.
2.0 SUPPORT
For technical questions about the Procurement Portal, visit Bonfire’s help forum at
https://vendorsupport.gobonfire.com/hc/en-us or contact the Bonfire support team at
Support@GoBonfire.com or by calling 1-800-354- 8010.
To get started with Bonfire, watch this five-minute training video:
https://vendorsupport.gobonfire.com/hc/en-us/articles/6796500613655- Vendor-
Registration-and-Submission-VIDEO-
3.0 QUESTIONS
All questions, explanations, clarifications, or interpretations desired by Qualified
Respondents regarding any part of the solicitation must be electronically submitted to the
City of Fort Worth’s Bonfire Public Procurement Portal (Procurement Portal) through
the “Vendor Discussion”section under the respective Project/Request for
Qualification (RFQ) before the Questions Due Date and time specified in the
Procurement Portal.
4.0 CLARIFICATIONS AND ISSUANCE OF ADDENDA
The Environmental Services Department of the City of Fort Worth (City) will post an
Addendum on the Procurement Portal with answers to all questions received before the
deadline before the submission Close Date and Time.
Interpretations, corrections, or changes to the RFQ made in any other manner are not
binding upon the City, and Qualified Respondents shall not rely upon such
interpretations, corrections, or changes. Oral explanations or instructions given before the
award of the Contract are not binding.
If the City, in its sole discretion, determines that a change or additional information is needed
or a clarification is required, the City shall issue an Addendum in the Procurement Portal
regarding such change, additional
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information, or clarification. Sole authority for issuing of Addendum shall be vested in
the City’s Environmental Services Department. Qualified Respondents are advised to
check the Procurement Portal frequently for any Addendum issued.
5.0 SCHEDULE OF EVENTS
Tentative Schedule of events are available in the facing page of Bonfire. The City reserve
the rights to change those dates as and when required. Qualified Respondents are advised
to recheck those dates frequently.
6.0 CLOSE DATE AND TIME
The deadline date and time for submission(s)/Responses against a Project/RFQ shall be
specified in the Procurement Portal.
Your Responses must be finalized, uploaded, and submitted on the Procurement Portal
prior to the posted Close Date and Time for the Project/RFQ. The City reserves the
rights to change those dates as and when required. Qualified Respondents are advised to
recheck those date frequently.
Electronic submission is subject to electronic interface latency, which can result in
transmission delays. All Qualified Respondents assume the risk of late
transmission/submission. The City shall not be held liable if an interested Respondent is
unable to submit a complete Response before the published deadline due to transmission
delays or any other technical issues or obstructions. The City strongly recommends
allowing sufficient time to complete the submission process (ideally a week before the
deadline) to begin the uploading process and to finalize your submission to give adequate
time in the event an issue arises.
7.0 SUPPORTING DOCUMENTATION(PUBLICFILES)
Supporting Documentation (Public Files) attached to the Procurement Portal are integral
part of the Project/RFQ. Bidders should download and review all those documents.
Bidders should complete required documents and upload those to “Required
Information” section of the Project in the Procurement Portal.
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8.0 SUBMISSION INSTRUCTIONS
All submissions/Response(s) must be submitted electronically prior to the close date
and time under the respective Project/RFQ via the Procurement Portal:
https://www.fortworthtexas.gov/departments/finance/purchasing/online- bidding-
platform
Failure to submit all completed required information listed in the respective RFQ will be
grounds for rejection of a Response as non-responsive. No late Responses shall be
accepted. Responses delivered in any other manner than using the Bonfire Platform
(Procurement Portal) will not be accepted or considered.
If, upon being opened, a submission is unreadable to the degree that material
conformance to the requirements of the procurement specifications cannot be
ascertained, such submission will be rejected without liability to the City, unless such
Respondent provides clear and convincing evidence (a) of the content of the submission
as originally submitted and (b) that the unreadable condition of the Electronic Response
was caused solely by error or malfunction of the Bonfire Platform (Procurement Portal).
Failure to scan a clear or readable copy of a Response into the system does not constitute
and shall not be considered an error or malfunction of the Bonfire Platform (Procurement
Portal). Qualified Respondents are encouraged to fully review each page of every
document within their submission prior to submitting to ensure all documents are clear,
legible, and complete.
9.0 REQUEST FOR QUALIFICATION
A Request for Qualification (RFQ) is the publication of the City’s intent of requesting
qualified statements on the means and methods of how they will provide the requested
goods and/or services to the City. It may also be referred to as a Project or Solicitation.
The purpose of the RFQ is to describe the goods and/or services to be procured. Qualified
Respondents are expected to examine all documents that make up the RFQ. Qualified
Respondents shall promptly notify the City of any omission, ambiguity, inconsistency, or
error that they may discover upon examination of the RFQ.
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The City assumes no responsibility for any errors or misrepresentations that result from
the use of incomplete RFQ.
The evaluation criteria to award a contract from an RFQ shall be Best Value. The award
of contract shall be made to the responsible Qualified Respondents whose Response is
determined to be the most advantageous to the City considering the relative importance
of price and the other evaluation factors included in the RFQ.
10.0 RESPONSE
An offer/submission by a Respondent for goods and/or service submitted in the
Procurement Portal against the RFQ before the submission Close Date and Time.
Response may also be referred to as a Bid.
11.0 RESPONDENT
An entity (which could be a person or a business) that (i) seeks or has the potential to do
business with the City and serve as a Supplier (also referred to as Seller, Vendor,
Contractor, Consultant, etc.) and (ii) responds to a City procurement. Respondent may
also be referred to as Bidder.
12.0 UNAUTHORIZEDCOMMUNICATIONS
Cone of Silence: the period of time that begins when a RFQ has been released until the
Intent to Award has been published. During this period of time, Qualified Respondents’
contact regarding this RFQ with employees or officials of the City other than the
Environmental Services Staff, the Business Equity Division, or as otherwise indicated in
the RFQ is prohibited and may result in disqualification from this procurement process.
No officer, employee, agent, or representative of the Respondent shall have any contact or
discussion, verbal or written, with any members of the City Council, City staff, or City’s
consultants, or directly or indirectly through others, seek to influence any City Council
member, City staff, or City’s consultants regarding any matters pertaining to this RFQ,
except as herein provided. Any violation of this prohibition may result in the Respondent
being disqualified from the procurement process. Any oral communications are
considered unofficial and non-binding with regard to this RFQ.
Qualified Respondents should refrain from making comments regarding a specific
solicitation or its subject matter – in the media or otherwise – until the selection process
is complete. For the selected Respondent, such comments are also inappropriate until the
contractual engagement with the City has ended.
13.0 NON-ENDORSEMENT ANDPUBLIC COMMENTS
If a Response is accepted, the successful Respondent shall not issue any news releases or
other statements pertaining to the award or servicing of the agreement that state or imply
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the City’s endorsement of the successful Respondent’s services.
Qualified Respondents shall refrain from making comments regarding this RFQ or its
subject matter—in the media or otherwise—until the selection process is complete.
For the selected vendor, such comments are also inappropriate until the study has
concluded and the final report has been issued.
14.0 PRE-QUALIFICATIONCONFERENCE
If a pre-qualification conference is held, the time, place, and nature of the conference
will be specified on the Procurement Portal section under the respective RFQ.
Attendance at pre-qualification conferences is not mandatory but is highly encouraged.
15.0 PREPARATION OF RESPONSES
Each Respondent must furnish all information required by a RFQ on the documents
provided and/or in the format required, unless otherwise stated. Responses submitted on
different forms or in different formats than required in the RFQ shall be considered non-
responsive. Any attempt to alter the wording in the RFQ is ineffective and may result in
rejection of the Response. In order to be considered, Response must include all the
documents and information requested in this RFQ.
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15.1 Tax Exemption:
Purchases of Goods or Services for City use are usually exempt from City, State,
and most Federal Taxes. Responses shall not include exempted taxes. The
successful Respondent should request a Tax Exemption Certificate from the
Environmental Services Department. Under no circumstances shall the City be
liable to pay taxes under any Contract for which the City has an exemption.
15.2 Response Adequacy:
Responses should adequately address all evaluation factors listed on RFQ and
include required details and documents that will be used as part of the evaluation.
Responses should be prepared as simply as possible and provide a
straightforward, concise description of the Respondent’s capabilities to satisfy
the requirements of the RFQ. Utmost attention should be given to accuracy,
completeness, and clarity of content. Responses shall be completed in
accordance with the requirements of this RFQ. Statements made by a
Respondent shall be without ambiguity, and with adequate elaboration, where
necessary, for clear understanding. All parts, pages, figures, or tables should be
numbered and clearly labeled. Response information should be limited to
pertinent information only.
15.3 Response Page Limit:
Unless stated otherwise, Responses shall be limited to a maximum of twenty-
five (20), Letter size (8-1/2” x 11”) pages using a font size no smaller than 12-
point Times New Roman or Arial and margins of at least one inch in each
direction. The required/requested Attachments and Exhibits and Addendums are
not of this page limit.
15.4 Response Summary and Company Overview:
Response must include the following information, failure to provide all the
information will deem the Response non- responsive:
i.Executive Summary - The purpose of the Executive Summary is to
provide a high-level description of the Respondent’s ability to meet the
requirements of the RFQ. Briefly state your
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understanding of the services to be performed and make a positive
commitment to provide the services as specified;
ii.Company History and Ownership - Qualified Respondents shall provide
a brief overview of company history and current ownership in narrative
form. If owned by a private equity or investment Respondent, please
provide the name of the private equity or investment Respondent and when
the operating entity was acquired. All subcontractors must be identified,
including the role of each subcontractor.
iii.Company Experience - Respondent shall demonstrate they have the
preferred minimum experience and list years of experience for which the
Respondent has provided services similar to the size of the City.
Respondent shall briefly describe in narrative format the Respondent’s
experience. The Respondent shall communicate their company
background and history, with a specific focus on history in Fort Worth,
Dallas-Fort Worth Metroplex and Texas.
15.5 RFQ Exemptions:
Response Exemptions - Any and all exceptions to the RFQ must be listed on an
item-by-item basis and cross- referenced. If there are no exceptions, the
Respondent must expressly state that no exceptions are taken;
15.6 Proprietary Information:
i.All material submitted to the City becomes public property and is subject
to the Texas Open Records Act upon receipt.
ii.If a Respondent does not desire information that it believes to be
proprietary in the Response to be disclosed, the Respondent shall attach a
listing of each page number in a chart as shown below and must clearly
mark and identify each page by including the word “PROPRIETARY” in
all caps and highlighted yellow on the bottom center of each page at the
time of submittal. The City will, to the extent allowed by law, endeavor to
protect such information from disclosure. The final decision as to the
information that must be disclosed lies with the Texas Attorney General.
Note: Pricing may not be marked proprietary and will be made publicly
available in the form of a bid tab following evaluation of all Responses.
By submitting a response, Qualified Respondents agree that pricing is not
proprietary and may be released.
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iii.
Pages with information
believedtobe Proprietary
Please indicate if only specific
sections on the page are believed
to be Proprietary
iv.Failure to identify proprietary information, as required in above paragraph
will result in all unmarked sections being deemed non-proprietary and
available upon public request.
15.7 Business Equity Division (M/WBE) Documents:
If a Business Equity Goal has been established for the RFQ, the applicable
documents must be submitted by all Qualified Respondents wishing to continue
in the RFQ evaluation process within two (2) City business days after the RFQ
Close Date, exclusive of the Close Date, to the Procurement Portal.
15.8 Alternate Responses:
Respondent may offer an “equal” product as an alternate Response. Final “approved
equal” determination remains with the City.
15.9 Response Preparation Costs:
All costs associated with preparing a Response in response to a RFQ shall be
borne by the Respondent.
15.10 Free on Board (FOB) Point:
Freight Terms shall be FOB Destination, Freight Prepaid and Allowed. The
Respondent should quote its lowest and best price, with the goods delivered to the
place specified, at the Respondent’s expense and risk, and their tender delivery to
the City. Responses offering any other delivery terms are not acceptable and may
be cause for rejection.
15.11 Prices:
i.Responses shall be Respondent-priced offers unless otherwise specified.
ii.In the event of a discrepancy between unit price and extended price, the
unit price shall govern.
iii.Prices shall be offered in the United States Dollars and cents.
iv.Unit prices shall include all costs associated with the specified
good/service unless specified in the RFQ, including but not limited to
handling, delivery, fuel charges, fees and certifications fees.No
additional charges will be accepted or paid by the city.
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v.The quantities listed on the RFQ are only estimates based on previous
usage and do not indicate intent to purchase or a guarantee of future
business. The City is obligated to pay for only those goods or services
actually ordered by an authorized City employee and then received as
required and accepted by the City. Qualified Respondents should extend
their best price based on the estimated quantities included in the RFQ, but
it is understood that the City may purchase more or less of any item
included in the RFQ.
vi.Following the award, additional services of the same general category
that could have been encompassed in the award of the contract, and that
are not already on the contract, may be added based on the discount price
sheet provided with the Response so long as such inclusion does not
violate state or local law.
vii.Any services that have been omitted from this RFQ that are clearly
necessary or in conformance shall be considered a requirement although
not directly specified or called for in the RFQ.
16.0 MODIFICATION OR WITHDRAWAL OF RESPONSE
16.1 Modification of Response:
Response may be modified in the Procurement Portal at any time prior to the
Close Date and Time.
16.2 Withdrawal of Response:
Response may be withdrawn in the Procurement Portal at any time prior to the
Close Date and Time. Withdrawn Response may be resubmitted, with or without
modifications in the Procurement Portal, before the Close Date and Time. No
Response may be withdrawn after the Close Date and Time without forfeiture of
the Response/Bid guarantee, if any, unless there is a material error in the
Response.
17.0 OPENING OF RESPONSE
For Projects/RFQ that requires a public opening as per state law, the Purchasing
Department representative responsible for opening Response(s) will publicly open and
read each Respondent Title (name) aloud in the Fort Worth City Council Chambers
located at 200 Texas, Fort Worth, Texas 76102, at 2:00 PM after Close Date and Time,
unless otherwise noted in the RFQ.
18.0 EVALUATION AND AWARD
18.1 Evaluation:
Qualified Respondents may furnish pricing for all or any portion of the RFQ
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(unless otherwise specified). However, the City may evaluate and award the
contract for any item or group of items shown on the RFQ, or any combination
deemed most advantageous to the City. Responses that specify an “all or none”
award may be considered if a single award is advantageous.
18.2 Award:
The method of award is detailed in the respective RFQ. The City can award
contracts to the Respondent who offers represents the “best value” to the City.
The following criteria may be considered to determine the best value (see section
252.043 of the Texas Local Government Code):
i.Purchase Price;
ii.Reputation of the Respondent and of the Respondent’s goods and/or
services;
iii.Quality of the Respondent’s goods and/or services;
iv.Extent to which the goods and/or services meet the City’s needs;
v.Respondent’s past relationship with the City;
vi.Impact on the ability of the City to comply with laws and rules relating to
contracting with historically underutilized businesses, including
Certified Minority Women-Owned Businesses, and non-profit
organizations employing persons with disabilities;
vii.Total long-term cost to the City to acquire the Respondent’s goods and/or
services; and
viii.Any relevant criteria specifically listed in the RFQ.
18.3 Acceptance of Response:
Acceptance of a Response will be in the form of a Purchase Order or a contract.
Subsequent purchase releases may be issued as appropriate. The contents of a
Response shall become a part of the contract. Under no circumstances will the
City be responsible for goods and/or services provided without a Purchase Order
issued through the City’s PeopleSoft system.
18.4 Reservations:
The City expressly reserves the right to:
i.Specify approximate quantities in the RFQ;
ii.Extend the RFQ Close Date and Time;
iii.Consider and accept alternate Responses, if specified in the RFQ, when
most advantageous to the City;
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iv.Waive as an informality, minor deviations from specifications provided
they do not affect competition or result in functionally unacceptable goods
and/or services;
v.Waive any minor informality in any RFQ procedure (a minor
informality is one that does not affect the competitiveness of the
Qualified Respondents);
vi.Add additional terms or modify existing terms in the RFQ;
vii.Reject a Response because of unbalanced unit prices Response;
viii.Reject or cancel any or all Response;
ix.Reissue a RFQ;
x.Procure any item by other means; and/or
xi.Award to multiple Qualified Respondents on a non-exclusive award basis,
or primary and secondary Qualified Respondents.
18.5 Negotiations:
The City reserves the right to negotiate all elements that comprise the successful
Respondent’s response to ensure that the best possible consideration be afforded to all
concerned.
18.6 Period of Acceptance:
Respondent acknowledges that by submitting the Response, Respondent makes an
offer that, if accepted in whole or part by the City, constitutes a valid and binding
contract as to any and all items accepted in writing by the City. Unless specified
otherwise, the period of acceptance of Responses is one hundred and eighty (180)
calendar days from the Close Date.
19.0 DOCUMENTS REQUIRED FROM RECOMMENDED RESPONDENT
19.1 Certificates of Insurance:
When insurance is required, the Respondent must provide Certificates of
Insurance in the amounts and for the coverages required to the Purchasing Office
within 14 calendar days after notification of award, or as otherwise required by
the Solicitation.
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INSTRUCTION TO RESPONDENTS
19.2 Certificate of Interested Parties Form 1295:
If the Purchase Agreement must be approved by the City Council before
execution, the successful Respondent is required to complete the Certificate of
Interested Parties Form 1295 and submit the form within two (2) City business
days to the Purchasing contact listed in the solicitation before the
purchase/contract will be presented to the City
Council. The form may be completed at
https://www.ethics.state.tx.us/whatsnew/elf_info_form129 5.htm
20.0 AGREEMENTTERM
Unless specified otherwise, the initial term of the agreement shall be one year. Upon the
expiration of the initial term, the agreement shall renew automatically under the same
terms and conditions for up to four (4) one- year renewal periods, unless City or
Supplier provides the other party with notice of non-renewal at least 90 days before the
expiration of the initial term or renewal periods. In the event no funds or insufficient
funds are appropriated by City in any fiscal period for any payments due hereunder,
City will notify supplier/vendor of such occurrence and the contract will terminate on
the last day of the fiscal period for which appropriations were received without penalty
or expense to City of any kind whatsoever, except as to the portions of the payments
herein agreed upon for which funds have been appropriated.
21.0 UNIT PRICE ADJUSTMENT
Suppliers/vendors may require that unit prices be adjusted for increases or decreases in
Supplier’s cost during the contract period using the following procedure:
i.The Supplier must submit its price adjustment request, in writing, at least 30 days
before the requested effective period. The Supplier shall provide written proof of
cost increases with the price adjustment request.
ii.If the City concludes that the rate increase being requested is exorbitant, the City
reserves the right to adjust the rate request, or reject the rate request in its entirety
and allow the contract to expire at the end of the contract term. If the City elects
not to exercise the renewal option, the Environmental Services Department will
issue a new solicitation.
iii.Prices shall remain Respondent for the term of the Agreement and shall
include all associated freight and delivery costs, unless otherwise
specifically stated and agreed to by City.
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iv.Prices offered shall be used for Response analysis and for the contract. In cases
of errors in extensions or totals, the unit prices offered will govern.
v.Upon expiration of the contract term the successful Respondent, agrees to hold
over under the same terms and conditions of the contract for a reasonable period
of time to allow the city to re-solicitate an agreement, not to exceed ninety (90)
days.
vi.The provision of goods and/or services shall not be suspended by the Supplier
except as expressly allowed by the contract’s terms and conditions.
22.0 INVOICE AND PAYMENTS
22.1 Registration:
Successful Respondents are required to register for direct deposit payments prior
to providing goods and/or services using the forms posted on the City’s website
at https://www.fortworthtexas.gov/departments/finance/pur chasing/register
22.2 Invoice:
The Supplier shall send invoices electronically to the City’s centralized Accounts
Payable department invoice email address:
supplierinvoices@fortworthtexas.gov.
This email address is not monitored so please do not send correspondence
to this email address. The sole purpose of the supplier invoices email
address is to receipt and process supplier invoices.
Please include the following on the subject line of your e-mail: Supplier name,
Invoice number, and PO number, separated by an underscore (ex: Example,
Inc._123456_FW022-0000001234)
To ensure the system can successfully process your invoice in an expedient
manner, please adhere to the following requirements:
i.All invoices must be either a PDF or TIFF format.
ii.Image quality must be at least 300 DPI (dots per inch).
iii.Invoices must be sent as an attachment (i.e. no invoice in the body of
the email).
iv.One invoice per attachment (includes PDFs). Multiple attachments per
email is acceptable but each invoice must be a separate attachment.
v.Please do not send handwritten invoices or invoices that contain
handwritten notes.
vi.Dot matrix invoice format is not accepted.
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vii.The invoice must contain the following information:
a.Supplier Name and Address;
b.Remit to Supplier Name and Address, if different;
c.Applicable City Department business unit# (i.e. FW013)
d.Complete City of Fort Worth PO number (i.e. the PO number
must contain all preceding zeros);
e.Invoice number;
f.Invoice date; and
viii.Invoices should be submitted after delivery of the goods and/or services.
To prevent invoice processing delays, please do not send invoices by mail and
email and please do not send the same invoice more than once by email to
supplierinvoices@fortworthtexas.gov.To check on the status of an invoice,
please contact the City Department ordering the goods/services or the Central
Accounts Payable Department by email at:
ZZ_FIN_AccountsPayable@fortworthtexas.gov.
If you are unable to send your invoice as outlined above at this time, please send
your invoice to our centralized Accounts Payable department instead of directly
to the individual city department. This will allow the city staff to digitize the
invoice for faster processing.
If electronic invoicing is not possible, you may send your paper invoice to:
City of Fort Worth
Attn: FMS Central Accounts Payable 200
Texas Street
Fort Worth, Texas, 76102
The City’s goal is to receive 100% of invoices electronically so that all supplier
payments are processed efficiently. To achieve this goal, we need the
Contractor’s support.
If Contractor has any questions, please contact the Accounts Payable team at
(817) 392-2451 or by email to ZZ_FIN_AccountsPayable@fortworthtexas.gov.
Contractor shall not include Federal, State of City sales tax in its invoices. City
shall furnish a tax exemption certificate upon Vendor’s request.
22.3 Payment:
All payment terms shall be “Net 30 Days” unless specified in the Response and
agreed by the City.
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23.0 PROTEST PROCEDURE
Due to the subjective nature of evaluating responses from RFQ, a Respondent who
submitted a Response may not protest the City’s selection of the RFQ award. If a
Respondent believes that a procedural error has occurred, the Respondent should notify the
buyer using the Bonfire Portal immediately.
24.0 COOPERATIVEPURCHASING
i.The City has interlocal agreements with many other governmental entities that
provides the ability for other entities to use the City’s contracts, so long as
Supplier/vendor agree to extend the same terms, conditions, and pricing to the
other entities. Respondent, shall indicate in their Response whether they agree to
extend the terms, conditions, specifications, and pricing of its agreement with the
City to other governmental entities.
ii.If the successful Respondent agrees to extend the resulting contract to other
governmental entities, the following shall apply: Governmental entities with
interlocal agreements with the City shall be eligible, but not obligated, to
purchase material/services under contract(s) awarded as a result of City
solicitations. All purchases by governmental entities other than the City shall be
billed directly to that governmental entity and paid by that governmental entity.
The City shall not be responsible for another governmental entity’s debts. Each
governmental entity shall order its own material/services as needed.
25.0 GENERAL PROVISIONS
The Supplier shall not assign its rights or duties under an award without the prior written
consent of the City. Such consent shall not relieve the assignor of liability in the event of
default by its assignee.
26.0 SUBCONTRACTORS
Qualified Respondents may include subcontractors for any part of services offered. City
reserves the right at its sole discretion to accept or reject any Response that includes
subcontractors. Upon award of a contract, City reserves the right to pre-approve use of
any and all subcontractors.
27.0 BEST AND FINAL OFFER
The City at its sole discretion may elect to have Qualified Respondents that submit
Responses deemed most advantageous to the City to prepare a Best and Final Offer for
consideration by the Evaluation Committee. Contract negotiations will then be based on
submitted Best and Final Offers.
Page 18 of 19
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT
INSTRUCTION TO RESPONDENTS
28.0 ASSIGNMENT
The Qualified Respondents shall not assign its rights or duties under an award without the
prior written consent of the City. Such consent shall not relieve the assignor of liability in
the event of default by its assignee.
29.0 ERRORS OR OMISSIONS
The Respondent shall not be allowed to take advantage of any errors or omissions in this
RFQ. Where errors or omissions appear in this RFQ, the Respondent shall promptly
notify the City’s Environmental Services Department in writing of such error or omission
it discovers. Any significant errors, omissions or inconsistencies in this RFQ are to be
reported no later than ten (10) days before time for the RFQ response is to be submitted.
30.0 TERMINATION
i.If this award results in a contract, it shall remain in effect until contract expires,
delivery and acceptance of products and/or performance of services ordered or
terminated by the City or Supplier with a thirty (30) day written notice prior to
cancellation.
ii.In the event of termination, the City reserves the right to award a contract to next
lowest and best Respondent as it deems to be in the best interest of the City.
iii.Further, the City may cancel this contract without expense to the City in the
event that funds have not been appropriated for expenditures under this contract.
The City will return any delivered but unpaid goods in normal condition to the
Respondent or pay for the goods, at the City’s sole direction.
31.0 RIGHT OF ASSURANCE
Whenever the City has reason to question the Respondent’s intent to perform, the City
may demand that the Respondent(s) give written assurance of Respondent’s intent to
perform. In the event a demand is made, and no assurance is given within ten (10)
calendar days, the City may treat this failure as an anticipatory repudiation of the
contract.
32.0 CHANGE ORDERS
No oral statement of any person shall modify or otherwise change or affect the terms,
conditions or specifications stated in the resulting contract. All change orders to the
contract will be made in writing and signed by both parties. Change orders must be
approved by City Council if dollar amount is over $50,000.00.
33.0 VENUE
The contract/agreement(s) will be governed and construed according to the laws of the
State of Texas. The contract(s) is performable in Tarrant County, Texas. Venue shall lie
Page 19 of 19
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT
INSTRUCTION TO RESPONDENTS
exclusively in Tarrant County, Texas.
34.0 CONFLICT OF INTEREST
No public official shall have interest in this contract, in accordance with Vernon’s Texas
Codes Annotated, Local Government Code Title 5, Subtitled C., Chapter 171.
35.0 INSURANCE
For the duration of a contract resulting from this RFQ, Respondent shall carry insurance in the
types and amounts as negotiated in the final contract.
36.0 CONTRACT CONSTRAINTS AND CONDITIONS
All goods and/or services shall be provided in accordance with applicable requirements and
ordinances of the City, laws of the State of Texas, and applicable federal laws.
The proposed contract has been provided with this RFQ. However, all final terms and
conditions will be negotiated with the awarded Respondent.
37.0 CHANGE IN COMPANY NAME OR OWNERSHIP
The successful Respondent (Supplier) shall notify the City’s Purchasing Department, in
writing, of a company name, ownership, or address change for the purpose of
maintaining updated City records. The president of the company or authorized official
must sign the letter. A letter indicating changes in a company name or ownership must
be accompanied with supporting legal documentation such as an updated W-9,
documents filed with the state indicating such change, copy of the board of director’s
resolution approving the action, or an executed merger or acquisition agreement. Failure
to do so may adversely impact future invoice payments.
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
CONFLICT OF INTEREST QUESTIONNAIRE (CIQ)
Pursuant to Chapter 176 of the Local Government Code, any person or agent of a
person who contracts or seeks to contract for the sale or purchase of property, goods,
or services with a local governmental entity (i.e. City of Fort Worth) must disclose
in the Conflict of Interest Questionnaire Form CIQ the persons affiliation or
business relationship that might cause a conflict of interest with the local
governmental entity. Bylaw, the Questionnaire must be filed with the City of Fort
Worth Secretary no later than seven days after the date the person begins contract
discussions or negotiations with the City or submits an application or response to a
request for proposals or bids, correspondence, or another writing related to a
potential agreement with the City. Updated Questionnaires must be filed in
conformance with Chapter 176.
A copy of the Questionnaire Form CIQ is enclosed with the submittal documents.
The form is also available at https://www.ethics.state.tx.us/forms/conflict/
If you have any questions about compliance, please consult your own legal counsel.
Compliance is the individual responsibility of each person or agent of a person who
is subject to the filing requirement. An offense under Chapter 176 is a Class C
misdemeanor.
NOTE: If you are not aware of a Conflict of Interest in any business
relationship that you might have with the City, state the Proposer name in # 1,
and use N/A in each of the areas on the form. However, a signature is required
in the #7 box in all cases.
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
CITY OF FORT WORTH ENVIRONMENTAL SERVICES DEPARTMENT
CIQ FORM
1
CITY OF FORT WORTH
ENVIRONMENTAL SERVICES DEPARTMENT
100 FORT WORTH TRAIL
FORT WORTH, TEXAS 76102
REQUEST FOR QUALIFICATIONS
RFQ: 25 – 0149
MARKETING AND OUTREACH SERVICES
Legal Name of Respondent:
D/B/AName of Respondent:
City of Fort Worth Bidder/Supplier ID or Federal ID Number (TIN):
Address:
Name of the Authorized Representative: __________________________________
Title: _____________________________________________________________
The undersigned, by his/her signature, represents that he/she is submitting a binding Statement of
Qualifications and is authorized to bind the respondent to fully comply with the solicitation
document contained herein. The Respondent, by submitting and signing below, acknowledges that
he/she has received and read the entire document packet for this RFQ and agrees to be bound by
the terms therein.
The undersigned agrees if the Statement of Qualifications is accepted, to furnish any and all items
and/or services upon the terms, conditions, and scope/specifications contained in this RFQ.
Signature of the Authorized Representative: _____________________________
Email: Phone:
2
Name of Contact Person 1:
Title of Contact Person 1:
Email: Phone:
Name of Contact Person 2:
Title of Contact Person 2:
Email: Phone:
Name of Contact Person 3:
Title of Contact Person 3:
Email: Phone:
Please answer each question below:
Will the agreement be available for Cooperative Agreement use?
Yes_______ No________
Prompt Payment Discount Terms: ____ Percent _______ Days (i.e. 3% Net 15, etc.)
CITY OF FORT WORTH – ENVIRONMENTAL
SERVICES DEPARTMENT
REFERENCE SHEET
RFQRef.#: 25-0149 Doc. Ref#:RFQ-04 Page 1 of 1
RFQ Title: RFQ Marketing and Outreach Services
Legal Name of Respondent:
Respondent shall furnish the following information with their Statement of
Qualifications, for at least three (3) recent clients/customers to whom subject
services were provided that are similar to the requirements stipulated in this
RFQ. References may be contacted during evaluation. Please be sure references
are available via phone and/or email when contacted.
1. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
2. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
3. Company’s Name:
Name of Contact:
Title of Contact:
Address:
Phone No. Email:
Type of Services Provided:
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 1 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 1 of 7
1) EVALUATION FACTORS
a. For the Respondent’s Statement of Qualifications (SOQ) to be
evaluated, the Respondent must provide a complete response submitted
within the stated deadline in Bonfire and per the RFQ requirements.
Respondent shall include in their response all documents and details
required for evaluation.
b. SOQs should adequately address all evaluation factors listed below and
include the following list of required items that will be used as part of
the evaluation. SOQs should be prepared as simply as possible and
provide a straightforward, concise description of the Respondent’s
capabilities to satisfy the requirements of the RFQ. Utmost attention
should be given to accuracy, completeness, and clarity of content. All
parts, pages, figures, or tables should be numbered and clearly labeled.
Response information should be limited to pertinent information only.
c. If the SOQ meets the above requirements, selection will be based on
the qualified Respondent(s) that is determined to be the most
advantageous to the City considering the relative importance of
evaluation factors listed below: Note: A Respondent may be
disqualified if they do not meet at least 50% of the evaluation points
available (excluding cost).
i. Project Approach and Scope of Services Management: up to 25
points available
1. Describe the methodology, approach to the Scope of
Services, timelines and project management.
2. Describe the Respondent’s organization’s services and
specific account processes (e.g. complete monthly billing
with all appropriate backup documents, including
detailed timesheets, media proof of performance and
detailed invoices.)
(This evaluation factor will be evaluated based on the
information requested in RFQ-08-Questionnaire and
Requirements.)
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 2 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 2 of 7
ii. Firm Qualifications, Experience and References -up to 30
points available
1. Depth and relevance of the Organization’s experience in
marketing, communications and campaign development.
2. Describe the qualifications, relevant experience, and
references.
(This evaluation factor will be evaluated based on the information
requested in RFQ-08-Questionnaire and Requirements and RFQ-04
References.)
iii. Project examples – up to 20 points available
1. Quality, creativity and effectiveness of past marketing
projects, including alignment with public sector or similar
audiences
2. The Vendor shall submit at least three sample
portfolios relating to either government or integrated
campaign deliverables and quality of services.
(This evaluation factor will be evaluated based on the
information requested in RFQ-08-Questionnaire and
Requirements.)
iv. Capacity, Responsiveness and ability to meet City’s needs – up
to 25 points available
1. Demonstrated ability to take on projects with limited lead
time and to manage multiple efforts concurrently.
2. Describe the resources, personnel, equipment and ability
to deliver projects within scheduled timeframes.
3. Proximity and location of the respondent’s business may
be considered as part of the evaluation process
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 3 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 3 of 7
2) SCOPE OF SERVICES
a) The City of Fort Worth (City) is seeking qualified, creative, and
innovative Respondents for Marketing and Outreach Services to
construct, assist, maintain, and advertise approved media for ongoing
community education and outreach campaigns on a Task Order basis
for the Environmental Services Department.
b) Respondents must download all attachments to ensure a complete
understanding of the Request for Qualification. The city intends to
award non-exclusive agreements through this Request for
Qualification per the descriptions and specifications listed.
c) After this agreement is finalized, additional products or services
within the same general category as those covered by the agreement,
and not already included, can be added.
d) The Environmental Services Departments and its three divisions
Consumer Health, Environmental Quality and Solid Waste services
are seeking marketing services on a task order basis. The awarded
Vendor(s) will assist in the development and implementation of
ongoing community education outreach campaigns. Continuing public
education is crucial for the success of the Department's various
programs. Previous campaigns, educational initiatives, and
community outreach efforts have played a significant role in engaging
the Fort Worth community. Examples of these efforts are listed
below:
1. The launch of a successful litter campaign that leads to a
measurable decrease in littering and an increase in city
beautification for a clean, safe city.
2. The launch of a successful recycling campaign with a
statistical increase in proper Blue Cart recycling and a decrease
in recycling contamination.
3. The launch of the successful Energy & Sustainability
webpage featuring information from various City Departments
and partners providing various resources to residents.
4. Increased public education and awareness of citywide
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 4 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 4 of 7
compliance through increased outreach.
3) AGREEMENT TERM:
The term of the Agreement will be up to five (5) years, consisting of
an initial one (1) year term and four (4) one-year renewal options.
This section supersedes the RFQ-01-Instructions to Proposers
document, Section 20.0 Agreement Term.
4) TASK ORDER
a) The Department will identify a Scope of Services and a schedule for
each project opportunity. The amount of work assigned to each
Vendor is variable. To be considered for award of the Task Order
project, Vendors shall respond to a Request for Cost within 14 days of
issuance by the Department. The Request for Cost may require, at a
minimum, a plan of action, technical approach, a schedule of work,
and a total price for completing the project. The Task Order project
may be awarded to the Vendor based on the following criteria: price,
approach, and timeline in which the Vendor that can meet the Task
Order’s schedule. Please see Exhibit A to this Scope of Services for
an example of the Request for Cost. A sample creative brief has also
been made available in Bonfire. (See attachment RFQ-07-Sample
Creative Brief Litter Campaign).
b) No change orders to Task Orders shall be allowed unless fully
justified and mutually agreed upon in writing with the designated
project manager. All agreed upon change orders will be issued as an
addendum to the original Task Order.
c) Work performed for each Task Order issued shall be compensated on
a fixed-price basis, which shall be specified on the Task Order for
each project. The compensation amount on the Task Order shall be the
bid amount from the Vendor for the individual Task Order project.
d) The quantities presented in the Request for Costs are
estimates. Before submitting a bid for a Task Order, the Vendor is
solely responsible for thoroughly verifying all work and quantities,
relying on their own investigations, research, and tests to form a
complete and accurate basis for their bid.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 5 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 5 of 7
5) VENDOR REQUIREMENTS
a) Vendor shall have a minimum of five years significant experience in
agency collaboration, implementation, and management of brand-
aligned campaigns.
b) Vendor shall preferably have experience in developing and managing
local government strategic marketing campaigns. This includes
aligning program with city-defined goals, conducting market research,
and creating an integrated campaign that features social media
strategies and graphic design.
c) The awarded Vendor(s) will work towards the following goals:
1. Build greater community awareness of the
Environmental Services Department’s programs with
measurable results;
2. Create and implement community education programs
that significantly increase engagement within the
Environmental Services Department focus;
3. Provide strategic campaign support including planning,
development, execution, and access to original/ native art files;
4. And provide public relations consulting; event planning
and promotion support; graphic design and creative concepting;
content development for digital and/or print program materials;
and other collaterals and communication elements.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 6 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 6 of 7
6) MARKETING REQUIREMENTS
a) The Vendor shall provide the City of Fort Worth Environmental
Services Department with, but not limited to, the following activities
for residential education:
b) Digital collaterals and campaign elements
c) Print collaterals and campaign elements
d) Website content development
e) Youth education development
f) Video/Animation consulting
g) Market Research
h) Brand alignment
i) Community education training and eLearning development
j) Social media marketing
k) Photo shoot consulting
l) Project research and development
m) Special event planning and consulting
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT: EVALUATION FACTORS AND SCOPE
OF SERVICES
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-06 Page 7 of 7
RFQ Title: RFQ Marketing and Outreach Services
Page 7 of 7
EXHIBIT A
SAMPLE REQUEST FOR COST
PROJECT NAME:
PROJECT DESCRIPTION:
SERVICES REQUESTED:
DELIVERABLES:
Expected deliverables include, but are not limited to:
ESTIMATED TIMELINE:
Task Order Award Date: (Insert date)
Kickoff Meeting: (Insert date or “Within X days of award”)
Draft Deliverables Due: (Insert date)
Final Deliverables Due: (Insert date)
PROPOSAL REQUIREMENTS:
Please provide:
A brief technical approach (1 page) describing how your firm would address this
specific task.
Proposed project timeline and milestones.
Staffing plan (list of team members and their roles for this project).
Firm-fixed price quote or detailed pricing breakdown.
(Example: hourly rates x estimated hours or fixed fee by deliverable.)
1
SAMPLE CREATIVE BRIEF
Program: Litter Control
The request: Develop an umbrella branding campaign idea that can cover and represent our litter and illegal dumping
control efforts.
Goal:
Litter management is a very high priority for the organization and elected officials. Our mission is to eliminate litter in
Fort Worth through active litter prevention, reduction, and enforcement initiatives. Specific goals are controlling litter
at the source, rather than picking it up after it has occurred. This campaign should encourage residents to take action
prevent litter / properly dispose of their trash and control common litter sources, pick up litter, and report litter
violations.
Requirements:
1. Present at least 3 concept options:
Concept 1: Refresh the existing umbrella campaign “Still Littering, Seriously?”, expanding on it. (see
reference 1 at the end of this document). Reframe “Stop it. Report it. Pick it up.” – as a tagline or as the
primary campaign theme.
Concept 2: Free idea
Concept 3: Free idea
2. Concept presentation should include examples of the campaign’s treatment across different elements: digital
and print media, campaign logo, campaign graphics, social media, vehicle signage (mobile billboards on city
fleet), or any other ideas.
Background:
According to the Keep America Beautiful 2020 National Litter Study, if every American stopped littering and picked
up 152 pieces of existing litter, there would be no litter left in our country.
Litter is a problem everywhere because it:
o Lowers community and property appeal (and property values)
o Degrades quality of life (dirty parks and recreation spaces)
o Fire risk (cigarette butts and fireworks)
o Can cause injuries (broken glass on playgrounds)
o Pollutes waterways (breaks down into harmful chemicals)
o Threatens wildlife (get caught in it or eat it)
In Fort Worth, litter and illegal dumping are a major problem
o In 2021, city staff and contractors abated over 10 million pounds of litter and illegal dumped materials.
These dedicated staffs are still hard at work to keep the community clean.
o Throughout 2021, volunteers with KFWB contributed 57,105 volunteer hours to clean up litter. Some of
your neighbors may have already committed to cleaning up the community.
o Per city ordinance, property owners have a responsibility to keep their properties clean of litter.
2
o To help prevent litter, the city offers 4 drop-off stations where citizens may discard excess trash,
recycling, and special materials.
o Makes a negative first impression on our out-of-town visitors.
The challenges:
Many citizens hold a deep-rooted mindset that it is acceptable to litter and dump trash where it doesn’t belong.
People do not understand sources of litter – it’s more than someone dropping litter on the ground. It is wind-
blown trash from open or overflowing street cans or dumpsters, commercial loading/unloading docks,
unsecured loads in pickups or moving vehicles, and uncontrolled construction sites or retail activities, among
other common sources of litter.
The city has limited resources to address the high amount of litter and dumping which is occurring, but is
considering various methods to increase litter resources.
We need highly-visible, creative messaging reaching all ages and in a manner that is easily understood.
Loose litter can migrate from one property to another either by wind or washing downstream.
Individual action from everyone is required to resolve the litter situation in the city.
It’s hard to enforce litter and dumping violations on individuals unless city staff catches it in the act.
There are no such things as ‘litter bugs’, only litter criminals – it is a crime.
Ultimately, all property owners are responsible for keeping properties free and clear of litter – even if you didn’t
litter your property, you are responsible for keeping it litter-free.
There is a jurisdictional division between surface streets (City of Fort Worth) and freeways (Texas Department of
Transportation/TXDOT). TXDOT is responsible for litter along highways – and, unfortunately, highways are the
most visible and most littered in many cases. Residents are strongly encouraged to report litter to TXDOT and
state elected officials.
Other considerations:
There are small changes that residents can make in their everyday lives which can help prevent litter from
occurring in the first place, such as closing lids on trash cans and dumpsters, bagging all trash before it goes into
a container, securing loads when transporting loose items.
Citizens can volunteer for litter cleanups through the city’s Keep Fort Worth Beautiful program:
https://www.fortworthtexas.gov/departments/code-compliance/kfwb/initiatives/litter
Citizens can report littering on surface streets, parks, private property, and public property to the city using the
MyFW App or the 817-392-1234 call center.
Citizens can report littering on freeways to TXDOT using https://www.txdot.gov/inside-txdot/contact-
us/contact-us/complaintsForm.html or 817-370-6500.
References 1: example of Still Littering, Seriously? campaign (Refresh version not launched)
Logo:
Spanish version:
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 1 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 1 of 5
LegalName of Respondent:
1.0 PROPRIETARY INFORMATION
i. All material submitted to the City becomes public property and is
subject to the Texas Public Information Act upon receipt.
ii. If a Respondent does not desire information that it believes to be
proprietary in the bid to be disclosed, the Respondent must list each
page number in the chart below and must clearly mark and identify each
page by including the word “PROPRIETARY” in all caps and
highlighted yellow on the bottom center of each page at the time of
submittal. The City will, to the extent allowed by law, endeavor to
protect such information from disclosure. The final decision as to the
information that must be disclosed lies with the Texas Attorney
General. Note: Pricing may not be marked proprietary and will be made
publicly available in the form of a bid tab following evaluation of all
bids. By submitting a response, Respondents agree that pricing is not
proprietary and may be released.
iii. Failure to identify proprietary information, as required in 9.2, will result
in all unmarked sections being deemed non-proprietary and available
upon public request.
Pages with information
believed to be
Proprietary
Please indicate if only specific sections
on the page are believed to be
Proprietary
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 2 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 2 of 5
2.0 RESPONDENT’S QUALIFICATION QUESTIONNAIRE
The information provided on this questionnaire and in the Statement of
Qualifications (SOQ), submittal will be used to determine the
responsiveness of the SOQ. Please answer each question thoroughly.
Answers may be provided on a separate sheet as long as each response is
labeled according to the question.
i. How long has your company been in business? (A minimum of 5 years is
required) ________________
(Attach information that can be used to verify your years of experience.)
ii. What percentage of your work is with public agencies or other mission-
driven organizations?
___________________________________________________________
iii. Do you have an email address that is regularly monitored?
_____________________________________________________________
Email Address: ________________________________________________
iv. How often will emails be responded to?
_____________________________________________________________
_____________________________________________________________
v. What are your business hours and days?
_____________________________________________________________
_____________________________________________________________
vi. What is your average response time to new requests?
_____________________________________________________________
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 3 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 3 of 5
vii. Has your Company ever defaulted on a contract? If so, why weren’t you able
to fulfill the obligation?
_____________________________________________________________
_____________________________________________________________
viii. What platforms or tools do you use for creative development, collaboration
and campaign reporting?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
ix. How do you incorporate equity, accessibility and inclusive messaging into
your campaigns?
_____________________________________________________________
_____________________________________________________________
_____________________________________________________________
3.0 VENDOR REQUIREMENTS
The Respondent shall include a comprehensive Statement of Qualifications
(SOQ). The information provided in this Statement of Qualifications will be
used to determine the responsiveness of the Vendor, within this, the
Respondent is expected to address the following key aspects.
i) Company Overview
i) Provide an overview of the company, an executive summary detailing
the Vendor’s interest and understanding of the scope of services.
i) Provide Vendor’s background, number of years in business, licenses,
qualifications, and experience. Include experience related to the
requirements within this RFQ, past performance with projects of
similar size and scope, relevant past work, and any related items.
ii) Personnel and Staff Overview: Submit an organization chart depicting
contact arrangement from City to Vendor, team structure, and resumes for
key personnel, including experience and the number of years working with
Vendor.
ii) Statement of Vendors’ ability to perform marketing services on an as-
needed, task-order, basis.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 4 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 4 of 5
ii) Vendor’s ability to dedicate the necessary resources to the work
described in the solicitation such as the number of personnel,
equipment, digital material, platforms, and software. Demonstrate the
Vendor’s ability to deliver projects within scheduled timeframes.
ii. Approach to Perform Services
i) Provide Vendor’s project approach for completing and managing projects.
This document must include the methodology and approach for
completing the services, outline projects steps taken from initial
consultation through maintenance, and social media and/or digital
promotions, print advertising, and an outreach campaign that includes print
collaterals and digital promotions.
ii) Vendor shall submit at least three sample portfolios relating to either
government or integrated campaign deliverables and quality of services.
(a) Portfolio examples shall include, but not be limited to, the
following: digital graphics (web, social media, eBlasts, etc.),
printed collaterals (fliers, handouts, postcards, etc.), promotional
collaterals (giveaways, t-shirts, etc.), paid advertisements/media
buys, written publications, event promotions, portraying content
creation and development
iii) Acknowledgement that pricing will be requested at the task order level.
(No price proposals are to be submitted in response to this RFQ)
iii. References: SOQs shall list a minimum of three (3) references from projects
similar in nature, size and scope completed or has undertaken in the past 12
months. References shall include the following items:
i) Client name and contact information.
ii) Project Title and Description
iii) Project timeline (start and end dates)
iv) Summary of project deliverables and outcomes
v) Client satisfaction (e.g., letters of recommendation, performance
evaluations, or a brief narrative of client feedback)
Projects should demonstrate the Respondents ability to deliver quality
services on time and within budget.
CITY OF FORT WORTH – ENVIRONMENTAL SERVICES
DEPARTMENT PROPRIETARY INFORMATION,
QUALIFICATION QUESTIONNAIRE, AND MANDATORY
REQUIREMENTS
RFQ Ref. #: 25-0149 Doc. Ref#: RFQ-08 Page 5 of 5
RFQ Title: RFQ Marketing and Outreach Services
Page 5 of 5
4.0 DOCUMENTS REQUIRED FOR RESPONSE TO BE CONSIDERED
RESPONSIVE
The following documents and information are required to be submitted to be
considered responsive:
i. Completed RFQ-02-Form CIQ.
ii. Completed RFQ-03-Authorized Signature and Contact Details.
iii.Completed RFQ-04-Reference Sheet.
iv. Completed RFQ-08-Questionnaire and Requirements.
v. Signed Addendum(s) acknowledging receipt. Note: If no addendum is
issued, please attach a page stating "No Addendum Issued".
vi. Comprehensive Statement of qualifications including all requirements in
Section 3.
ADDENDUM TO REQUEST FOR QUALIFICATIONS NO. 25-0149
MARKETING AND OUTREACH SERVICES
ENVIRONMENTAL SERVICES DEPARTMENT
DATE ADDENDUM ISSUED: May 16, 2025ADDENDUM NO. 1
REQUEST FOR QUALIFICATIONS (RFQ): 25-0149 RFQ
OPENING DATE: May 29, 2025 ()
RFQ No. 25-0149 issued May 7, 2025, is hereby amended as follows:
1. The deadline for submissions has been extended to May 29
th, 2025 at 2:00PM local time.
2. Questions and Answers received at the pre-qualification conference and via the
procurement portal are hereby incorporated, in full text, Exhibit A pages 2-3.
All other terms and conditions remain unchanged.
Sarah Czechowicz
Purchasing Manager
By the signature affixed below, Addendum No. 1 is hereby incorporated into and made part of the
above-referenced REQUEST FOR QUALIFICATIONS.
COMPANY NAME: ____________________________________________________
SIGNATURE: _________________________________________________________
NOTE:Company name and signature must be the same as on the original bid documents. Failure
to return this form with your sealed bid may constitute grounds for rejection of your offer.
RFQ 25-0149 Marketing and Outreach Services
Addendum No. 1 - Page 2 of 5
EXHIBIT A
1. What campaigns do you have coming up?
a. There are multiple projects and campaigns coming up. One of the larger campaigns
will be the refresh of the Litter: Stop it! Report it! Pick it Up!Campaign.
2. Are all campaigns already planned out for the year?
a. Most of the campaigns are planned, but we do occasionally have impromptu
requests depending on service needs.
3. What is the hardest part of execution?
a. The hardest part of execution is making sure we are identifying and reaching the
appropriate audiences. With the extent of our services and diversity of our
residents/visitors, we need to make sure we are utilizing the right outlets and
collaterals to ensure they are receiving our messages.
4. For website work, would the consultant be asked to handle any programming or just
content and design?
a.All web programming and maintenance will be handled internally. The consultant
will be assisting with designs of graphics and collaterals that may be used on the
website.
5. What design programs does the city work in?
a. Adobe Creative Suite is the primary design program. Other programs are also
utilized for smaller tasks.
6. How often does the city anticipate needing support for events?
a.There are two major events that Environmental Services/Keep Fort Worth Beautiful
host – 1) Cowtown Great American Cleanup and Earth Party, and 2) Neighborhood
Litter Stomp. There are also several smaller events throughout the year that our
department oversees that may need support.
7. For event support, is the expectation that the consultant would be on site for them or to
be a planning partner, working remotely?
a.The expectation from the consultant is to help with the concept and development
of material (i.e. graphics, fliers, advertisements, giveaway items, branded
collaterals, etc.) that will be used to promote the events with a goal of building
RFQ 25-0149 Marketing and Outreach Services
Addendum No. 1 - Page 3 of 5
engagement and increasing participation. Strategic planning may be asked of the
consultant, depending on the size of the event. The consultant is not required to be
on-site for these events.
8. Does the city have any data from the last year on stakeholder awareness levels,
behavior, or attitude with respect to litter, recycling, and energy/sustainability? If yes,
what does the city have?
a. The Environmental Services Department has reported data from the last year
related to its major services. This information may be made available to the
selected vendor upon request.
9. A price proposal is mentioned in a few places; however, it also mentions price does not
need to be included. Can you confirm that we do not need to submit a price, since this is
for an as-needed basis contract?
a. No price proposals are requested, the work performed will on an as-needed basis.
10. Can you confirm if our submittal shall be 20 or 25 pages? Also, can the cover page, table
of contents, and resumes and sample portfolio as appendices be excluded from the page
limit?
a. Responses shall be limited to 25 pages, the cover page, table of contents, resumes
and sample portfolio may be excluded from the 25-page limit.
11. Can the headers, footers, tables, charts, and graphics be excluded from the 12-pt. font
size as long as the main body text is legible?
a. Yes.
12. Can the headers and footers, such as page numbers, be excluded from the margin limit?
a. Yes
13. Can the deadline be extended?
a. Yes, the deadline will be extended to May 29th, 2025 at 2:00PM CST.
14. Can you provide an overall annual estimated budget?
a. The Environmental Services Department budgets up to $99,000 annually.
RFQ 25-0149 Marketing and Outreach Services
Addendum No. 1 - Page 4 of 5
15. Are there any preferred vendor qualifications? Local preference?
a.We may prefer companies with a reputable work history, and has experience with
local government/municipal clients. Proximity and location of the respondent’s
business may be considered as part of the evaluation process.
16. How are Blue Cart success metrics relative to effective communications performance
currently tracked and reported?
a. Effective communications will be based on improved residential recycling behaviors
and the decrease in percentage of contamination from our Blue Carts. Currently,
the Blue Cart metrics are tracked weekly and reported quarterly.
17. Can you provide specific website links to the current Energy & Sustainability pages that
are stated as needed updates?
a. The Energy & Sustainability website link is:
www.fortworthtexas.gov/departments/environmental-services/environmental-
quality/energy. The webpage is currently being updated internally, however, we
will need support in building educational pieces that will be utilized or referenced
to on the page.
18. Will the behavioral outcomes you must want to achieve through these campaigns be a
combination of awareness and action?
a. Yes, it will be a combination of awareness and action.
19. Will the city provide access to any existing performance data (e.g. recycling rates) to the
selected vendor?
a. Yes, the City may provide relevant existing performance data, other applicable
metrics, to the selected vendor upon request. Access to this information may be
subject to the execution of a confidentiality or data-sharing agreement, if
applicable.
20. Our team is fluent with multiple workflow platforms. Is there a preferred platform the
City uses?
a. The City has multiple workflow platforms, as well. The City Communications
Department utilizes Basecamp.
RFQ 25-0149 Marketing and Outreach Services
Addendum No. 1 - Page 5 of 5
21. Will the City share metrics from relevant previous campaigns to the selected vendor?
a. Yes, the City may provide relevant existing performance data, other applicable
metrics, to the selected vendor upon request. Access to this information may be
subject to the execution of a confidentiality or data-sharing agreement, if
applicable.
22. We have capabilities for over 15 languages and braille. Would all campaigns require
translations into different languages and braille?
a. Yes, ideally all campaigns will need to be translated from English to Spanish, and
sometimes Vietnamese. All information used on the website must be ADA
compliant.
City Secretary Contract No. _____________
Non-Exclusive Vendor Services Agreement Page 17 of 17
Leap Five LLC.
EXHIBIT D
VERIFICATION OF SIGNATURE AUTHORITY
LEAP FIVE dba (matter)
Attn: Daniel Knapp, CEO
2500 Technology Drive,
Louisville, KY 40299
Execution of this Signature Verification Form (“Form”) hereby certifies that the following
individuals and/or positions have the authority to legally bind Vendor and to execute any agreement,
amendment or change order on behalf of Vendor. Such binding authority has been granted by proper order,
resolution, ordinance or other authorization of Vendor. City is fully entitled to rely on the warranty and
representation set forth in this Form in entering into any agreement or amendment with Vendor. Vendor
will submit an updated Form within ten (10) business days if there are any changes to the signatory
authority. City is entitled to rely on any current executed Form until it receives a revised Form that has been
properly executed by Vendor.
1. Name:
Position:
_______________________________________
Signature
2. Name:
Position:
_______________________________________
Signature
3. Name:
Position:
_______________________________________
Signature
Name:
_______________________________________
Signature of President
Other Title: ______________________________
Date: ___________________________________